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Office Manager Nonviolent Peaceforce

Brussels, Belgium

Nonviolent Peaceforce (NP) is a dynamic international, non-governmental organization which works to reduce violence and protect civilians in situations of violent conflict and its aftermath, mostly through the deployment on the ground of multinational teams of civilians.

JOB PURPOSE:

  • Ensures smooth operations of the Brussels office including the management and maintenance of office space, equipment and supplies, contract management and legal compliance, filing and record-keeping, and administrative support.

KEY OBJECTIVES/RESPONSIBILITIES:

Office and IT Facilities, Equipment and Supplies

  • Serves as contact with the office landlord and tenants;
  • Reviews office space requirements and makes recommendations for adjustments, as necessary;
  • Orders;
  • Ensures that repairs and regular maintenance checks are conducted on equipment;
  • Serves as main contact with the telephone company, reporting and following up on faults or problems;
  • Maintains a log of and allocates office and building keys;
  • Procures office and kitchen supplies, including business cards;
  • Oversees IT system development and implementation, ensuring that staff needs are met;
  • Serves as main contact with the cleaning company;
  • Arranges for the disposal of unusable equipment and recyclable items;
  • Ensures that the office is compliant with health and safety legislation.

Telephone, Mail and Couriers

  • Manages the account and services of the courier company;
  • Picks up and distributes external mail from the mailbox on a daily basis;
  • Opens general mail;
  • Ensures that external calls are answered and handled appropriately;
  • Buys stamps for outgoing mail and takes to the mailbox

Travel and Meetings

  • Serves as main contact with the travel agency and books travel for all Brussels-based staff;
  • Supports visa processing for Brussels-based staff and visitors;
  • Books accommodation for visitors to Brussels;
  • Ensures that the NP meeting room is well-maintained and appropriately set up for meetings;
  • Books meeting space for large meetings;
  • Liaises with visitors when NP hosts meetings.

Contract Management and Legal Compliance

  • In consultation with the Head of Office coordinates the bidding process and issues vendor contracts (including for consultants);
  • Ensures that the organization has appropriate insurance for office space and contents, and other insurance types, as appropriate;
  • Advises staff on and ensures the organization’s compliance with all national and provincial/state statutory requirements.

Filing and Record-Keeping

  • Maintains central files on organizational or office-related matters;
  • Manages the organization’s storage space;
  • Serves as main contact on all legal and compliance issues affecting the organization;
  • Develops and maintains an archiving system for NP records, including disposal and storage;
  • Maintains leave and time records for Brussels staff.

Financial Administration

  • Manages the payroll process for the Brussels staff, liaising with payroll and benefits companies, and ensuring that staff salaries and benefits are paid accurately and on time;
  • Logs in invoices and performs book-keeping duties;
  • Maintains petty cash;
  • Administers travel advances and reviews expense reports from staff.

HR Administration

  • Maintains a list of recruitment sources and places advertisements as requested by the HR Director;
  • Supports the HR Director with maintenance of the application mailbox.

Staff Support

  • Manages the recruitment process for locally-hired staff, including liaison with agencies, as necessary;
  • Serves as the liaison with universities with which the organization has internship programmes;
  • Coordinates the work of interns and volunteers, liaising with Brussels staff, as required

QUALIFICATIONS AND COMPETENCIES:

A. Education, Knowledge and Experience

  • Bachelor’s degree or technical qualification in Administration;
  • 3 years work experience in administration, preferably with an international humanitarian non-governmental organization.

B. Skills

Independent Judgment/Analytical:

  • Ability to analyse data, situations or problems evaluate possible courses of action and take reasoned decisions, usually based on precedent, established practice or common sense;
  • Excellent attention to detail.

Interpersonal:

  • Ability to communicate well with immediate colleagues and manager to respond to queries of exchange job-related information.

English Language:

  • Ability to communicate verbally on daily routine matters and prepare brief reports or complete forms without assistance.

Information Technology:

  • Excellent skills in Microsoft Office applications, especially Excel, and accounting software.

C. Responsibility

  • Manages work using discretion about the best approach or method to use, referring problems to the manager as needed;
  • Maintains confidentiality;
  • Demonstrates honesty and integrity in dealing with NP resources.

D. Other Specialized Requirements

  • Fluent in written and spoken French and Flemish;
  • Knowledge of local administration and labour law.

Please note: only applications from those with the right to work and resident in Belgium will be acknowledged and considered.

The Application Process

Please send your CV/resume, along with a cover letter in English (quoting reference BXL/105/2011) highlighting your experience and qualifications against the requirements of the position and compensation expectations, to: Recruitment@nonviolentpeaceforce.org

APPLICATION DEADLINE:

Applications must be received by 4 September 2011 (2300 CEST)