Operations & HR Manager, PA to the Executive Director BPIE

Buildings Performance Institute Europe

Brussels, Belgium

Full time temporary contract (maternity leave replacement)

The Buildings Performance Institute Europe (BPIE) is an association dedicated to improving the energy performance of buildings across Europe, and thereby helping to reduce CO2 emissions from the energy used by buildings. BPIE acts both as an independent centre of expertise on all aspects of energy efficiency in European buildings, and as the European centre for the Global Building Performance Network created by ClimateWorks. BPI Europe is a not-for-profit organisation. www.bpie.eu.

RESPONSIBILITIES:

Under the guidance of the Executive Director, the successful candidate will:

1) Contribute to successful Finance Management, by:

• Manage day to day financial operation of the Brussels Office including:
  • Preparation, management, and implementation of the Brussels office operating budget (+ monitoring with project leaders);
  • Bookkeeping management into BPIE’s tool, supported by BPIE’s accountant - Follow up on financial transactions, record all payments and receipts in a timely manner;
  • Preparation of monthly expense and financial reports for the ED, and regular reports to the Board per request by the ED;
  • Ensuring control over cash management;
• Supervise the financial management of BPIE’s funds including: Preparation of budget proposals / reports to the funders as necessary, monitor the cash flow and expenditure of the funds, provide budget forecasts;
• Liaise with BPIE’s accountants and auditors as necessary;
• Set up policies and procedures as necessary.

2) Ensure effective HR management, by:

• Ensuring all necessary formalities and payroll procedures are fulfilled;
• Supporting annual appraisals processes;
• Supporting hiring processes;
• Supporting learning strategies and processes;
• Ensuring all legal requirement for BPIE asbl are fulfilled.

3) Deliver effective assistance to the ED and support timely implementation of management tasks, by e.g.:

• Preparing all relevant documents and agenda for Board meetings;
• Supporting follow-up of board action points;
• Supporting relevant stakeholder contacts;
• Supporting the Executive Director with specific tasks as requested;
• Preparing effective time plans.

4) Ensure effective management of the office, by supervising the Administrative Assistant work (ensuring all tools are functional (computers, screens, etc.), ensuring office procedures are followed and working conditions are good, Logistics support (proactively look at lower costs alternatives, etc.), ensuring all legal requirement for BPIE asbl are fulfilled.

PROFILE:

Education: Minimum of a Bachelor’s Degree in Commerce, Business Administration, Financial Management, or HR Management is required.

Related Skills or Knowledge:

• Minimum of 5 year experience in funds management and reporting (across a range of finance functions, such as bookkeeping, accounting, reporting, audit, etc), ideally in the not-for-profit sector, including reporting to funders;
• Experience with Belgian HR Management and processes;
• Excellent knowledge of Belgian regulation and requirements for ASBL;
• High level of professionalism and attention to detail;
• Ability to work in an intensive and fast-paced work environment;
• Ability to communicate effectively with a wide range of partners: founders, internal staff and providers;
• Proficiency in MS Office Applications, especially Word and Excel, is required. Experience any Belgian accountancy IT tool is desirable;
• Excellent command of written and spoken English; excellent knowledge of French and/or Dutch is required.

CONTACT:

The BPIE offers a full time contract staring ideally mid-November 2012 for limited duration (approximately 7 months), under Belgian law. Attractive package includes benefits.

A CV and cover letter should be sent to Chantal Despret at the following email address: chantal.despret@bpie.eu. Deadline to apply is October 31, 2012. Please include “Operations/HR/PA + your name” in the subject line of the email.

We regret that we are not able to acknowledge all applications received. Please note that only suitable candidates will be contacted for interview. Please, no telephone calls.