Administrative responsible/Office manager part-time

• You have a higher education (minimum graduate degree in management/executive secretary/administration or equivalent through experience).
• You have at least 4 years experience in a similar position, preferably in an international environment.
• You have an excellent spoken and written knowledge of Dutch, French and English.
• You are clearly at ease and like to work with figures                         
• You have a proactive attitude towards your work responsibilities.
• You are very well organised and have a keen eye for detail.
• You are independent and not afraid to coordinate the office on your own when the consultants are abroad, whilst keeping a team spirit.
• You have good Microsoft office knowledge (Word, Excel, PowerPoint, Outlook, …)
• You live in Brussels or at working distance.

ASSETS

 

• You have affinity with development co-operation/social sector and you appreciate a multicultural environment, where people are more important than profit
• You have a basic knowledge of accounting

 

 The Brussels branch of the Dutch organisation MDF Training & Consultancy is specialised in EU External Cooperation. Our office is responsible for the acquisition of EU contracts for MDF group. We manage large and mid-size training and technical assistance programmes in EU External Cooperation context on behalf of MDF Group. We furthermore design, organise and deliver Open Entry and Tailor Made courses in topics related to EU External Cooperation (for public sector in EU funds recipient countries, EU Delegation staff, project staff, technical assistance companies, NGOs, …). 

The position of our part-time office manager will soon become vacant. We are looking for a sound replacement.  

 The role of the office manager is to be the “central pillar” of the office that will strengthen the organisation of the MDF branch in Brussels. He/she must be capable of handling a variety of tasks (administrative, logistical and financial support to the management and consultants), with a good dose of flexibility and humour.                                       

JOB DESCRIPTION

This job essentially contains the following responsibilities and tasks:

Financial coordination & administration:                                     

• You handle the incoming invoices : verification, accounting recording, make payments, follow-up tables of invoices from our ‘satellite staff’
• You prepare the outgoing invoices : follow-up of assignments to invoice, attribute accounting codes, preparation of invoices, follow-up of debtors, follow-up tables in financial administration
• You are responsible for managing petty cash
• You prepare the finance files for our external accounting office who does the recording and makes the financial statements; you follow-up and verify the financial statements produced by our external accounting office
• You prepare the documents for the auditor in our Head Office in NL

 Pay-roll management:

• You coordinate pay-roll management with our social secretariat
• You follow-up on our labour related insurances
• You follow-up on the labour regulations, keep track of holiday days etc.

  Other office administration:

• You supervise our common mail box and take care of follow-up and/or dispatching
• You follow-up on issues related to office rent, insurances, …
• You ensure the follow-up of information systems (coordination with our external informatics desk, follow-up of our equipment, filing system, ...)
• You order and follow-up on office supplies
• You assist the consultants/trainers with the administrative management of their missions in collaboration with our training coordinator (coordination; preparation of training material; booking of training rooms, hotels, flight tickets…).
• You handle the administrative and logistical coordination of contracts in collaboration with the responsible trainer/consultant

WE OFFER

 A polyvalent position in an inspiring working environment in an international context

• A relatively small but dynamic team in the Brussels office and being part of the larger MDF group (over 100 colleagues in total)
• This job concerns a contract with an indefinite period (cf Belgian labour regulations)
• Part-time (50%).
• Remuneration in accordance withMDFterms and conditions for support staff and contingent upon qualifications & experience plus extra-legal benefits