Administrative Assistant Oxfam International

Oxfam International (OI) EU Advocacy Office in Brussels is a busy hub of 16 people and all staff relies heavily on administration support to deliver on their work. The purpose of this job is to provide high quality secretarial and administrative support to enhance the effectiveness of Oxfam International. The Administrative Assistant post is divided in two responsibilities: 1) support to the Administration Officer 50% of the time; and 2) assist the Director of Advocacy & Campaigns with the remaining 50%. The job therefore is very varied and requires flexibility, capacity to manage several tasks at the same time as well as willingness to take up unexpected tasks as required.

The successfull candidate will have strong interpersonal skills, ability to work well as part of a multi-cultural team. Excellent written and verbal communication skills, including telephone skills, bringing relevant experience in organizational and administrative matters. You will speak fluently English and French and be proficient with office systems in a computerized environment (MS-Word, MS-Excel) as well as e-mail software and the internet (ideally MS FrontPage). You will be budget literate and have the ability to draft budgets. Knowledge of EU decision-making process and politics will be considered as an advantage.

Key Responsibilities in support to the Administration Officer

Communication

• Receive correspondence (e-mail and paper) and handle/respond as appropriate, including the management of the general email office account.
• Sending out letters and reports.
• Act as first point of contact for telephone communications.
• Respond to queries from the general public and from affiliated organizations regarding Oxfam International.
• Maintenance of OI databases and communications systems, including inputting and updating of data.
• Manage and develop electronic and paper filing systems; file routine information, photocopy invoices and supporting vouchers for the financial reports.
• Update as relevant OI intranet section on the EU Advocacy Office, including the general induction information kit for visitors.

Logistics

• Organize travel arrangements and accommodation when required.
• Assist with arranging appointments and telephone conferences.
• Help welcome and host visitors, including management of the hot desk.
• Help arrange and service meetings, including preparation of materials, logistics work and communications.
• Assist in organizing events, including logistics and sending and follow up of invitations.
• Order and manage groceries and stationary.

Key Responsibilities in support to the Director of Advocacy & Campaigns.

Logistics

• Arrange diary and appointments and assist with telephone/videoconferences.
• Organize international travel arrangements and process expenses.
• Help welcome and host visitors.

Budget, communications and sign off

• Support Director in budget preparation and monitoring as well as sign off duties.
• Take minutes and format presentations as needed.
• Liaising with managers to ensure actions are being followed up.
• Communicating and liaising with other units and departments as directed by manager.

Key Working Relationships

• OI EU Administration Officer.
• OI Director of Advocacy & Campaigns.
• OI EU Advocacy Office staff

Key Competencies

• Strong interpersonal skills, ability to work well as part of a multi-cultural team.
• Excellent written and verbal communication skills, including telephone skills.
• Organizational and administrative skills and relevant experience.
• Proficient with office systems in a computerised environment (MS-Word, MS-Excel) as well as e-mail software and the internet (ideally MS FrontPage).
• Time-management skills and ability to prioritise and organize work autonomously.
• Good organizer and problem-solver.
• Ability to use own initiative and to act with discretion.
• Budget literate and ability to draft budgets.

Person Specification

• Languages (English - fluent, French – fluent. Any others an advantage).
• Previous experience of working with administrative processes and procedures.
• Knowledge of EU decision-making process and politics an advantage.
• Commitment with the aims of Oxfam to end poverty and suffering.
• Experience of purchase/sales administration would be an advantage.

The post holder must have the legal right to be employed in Belgium

To apply for this position, please send your CV and Cover Letter in one document by clicking the “Apply Now” button on this page.

Please note that applications that do not have a covering letter and Resume/CV will not be considered

Oxfam is an International confederation of 15 independent, non-governmental organizations working together in 98 countries to achieve our vision of ‘a just world without poverty’. Our Secretariat is based in Oxford, with advocacy and campaigns offices in Washington DC, New York, Brussels, Geneva, Brasilia and a liaison office with the Africa Union in Addis Ababa.

To apply for this job please click here.