Office Manager and Project Assistant

1   Office Manager job description

The Office Manager oversees the administrative activities that facilitate the smooth running of RUSI Europe and assists with human resource issues. The Office Manager will ensure that office equipment is maintained, relevant records are up to date, people are recruited and inducted, events are coordinated, meetings are planned and recorded, internal communication is ensured, and all administrative processes work effectively.

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Key Tasks

• Maintain the condition of the office and arrange for necessary repairs
• ​Procure equipment and services
• Engage with all suppliers and service providers to ensure quality services, including property owner, internet and telephone provider, cleaning services, security management, and others as required, collect the offers, and follow the invoices
• Manage online and paper filing systems
• Organise meetings as required and take minutes, including Board, team and other meetings.
• Maintain team calendar and communicate internally on updates, including government regulations, RUSI-wide updates, and more
• Receive and distribute office mail and office emails
• Scan, register and file incoming invoices, receipts, and other communication
• Serve as the first point of contact for IT issues, directing staff towards the most reliable solution, including the UK help desk, local support, or repair shop.
• Facilitate IT procurement in coordination with UK IT, COO and ED.
• Ensure maintenance and inventory of IT equipment
• Coordinate communication on in-house events
• Prepare conference room and set-up
• Support meeting organisers with the reception of guests, catering and organisation of the event
• Advertise vacancy notices
• Receive applications and respond to queries about the position
• Filter CVs to meet minimum criteria
• Communicate with candidates and plan interview rounds
• Arrange induction of new recruits
• File contracts
• Other tasks as assigned by the Executive Director

The above list of duties is not exhaustive. The post holder will be required to undertake such duties that may reasonably be expected within the scope and grade of the role.

Person specification

Essential skills

• Experience in office administration and administrative tasks
• Experience in events organisation
• Knowledge of online conference tools (Zoom, Webex, Teams)
• Keen knowledge of Microsoft Office package: Word, Excel, Teams, and SharePoint
• Very good multitasking skills
• Able to work independently and in a team
• Able to supply basic IT support to the team (provide equipment, replace keyboards, connect a monitor to a laptop)

Desirable skills

• Familiarity with human resource platforms, including in Belgium

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​2   Project Assistant job description

The Project Assistant’s role is to support the administrative activities that facilitate the smooth running of the CRIMSON project, in support of the Project Manager.

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Key tasks

Project monitoring

• Tracking the incidental expenditures: offers, invoices, budget
• Follow-up on use of experts’ days: budget and actual rates
• Collection of monthly timesheets and invoices in accordance with contracts

Liaison with the accounting department and contract preparation

• Sending invoices on time for the payments and follow-up
• Preparing financial audit materials
• Contracts and addenda

Travel preparation and financial reporting for consultants/experts

• Ticket booking
• Preparation of per diem forms
• Administrative follow-up on missions (collection of boarding passes, sorting receipts and invoices, preparation of reimbursement documents

Event management and technical support

• Budget requests, venue booking and set-up
• Liaison with facility personnel
• Management of online platforms (if needed)
• Dissemination of the project Newsletter
• Website updates
• Other tasks as assigned by the Project Manager

The above list of duties is not exhaustive. The post holder will be required to undertake such duties that may reasonably be expected within the scope and grade of the role.

 

Person specification

Essential skills

• Administrative and organisational skills, including the ability to operate against challenging deadlines and prioritise workloads
• Experience in project administration
• Experience in events organisation
• Knowledge of online conference tools (Zoom, Webex, Teams)
• Knowledge of Microsoft Office package (particularly Word and Excel), including SharePoint
• Knowledge of Mailchimp and WordPress
• Teamworking skills, with a positive attitude towards supporting colleagues and working flexibly

Desirable skills

• Good knowledge of French
• Experience in budget management
• An interest in maritime security
• Experience working in the EU sector

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Equal Opportunity and Values

At RUSI you will be appreciated and valued. Our stakeholders, transactions, and projects are international and diverse, so we work hard to create inclusive teams that support our efforts and each other. We are committed to promoting equality and diversity in our workforce and employment practices and take reasonable steps not to unfairly discriminate in any way in our recruitment practices. We, therefore, encourage you to apply regardless of your socioeconomic background, ethnicity, sexual preference, gender, or physical disability.

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Application Process

To apply please follow this link. You’ll be asked to upload your CV and a cover letter of no more than one page.

Closing date: 6 November​ 2022. 

Applications will be reviewed on a rolling basis. Early application is encouraged. Only successful candidates will be contacted for an interview.

Summary

Reports to:     Director, RUSI Europe and the Project Manager, CRIMSON

Salary range:  ​Competitive depending on skills and experience

Location:        ​​RUSI Europe office in Brussels

Contract:        ​Permanent

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About Rusi Europe

RUSI Europe studies, promotes, debates and reports on all issues relating to international defence and security in Europe and abroad. We are a Brussels-based international not-for-profit organisation, that is independent of government and is committed to objectivity, integrity, and impartiality in all our work. RUSI Europe is dedicated to helping solve the most urgent security and defence challenges, conducting research to provide a forum for the security and defence sectors of the European Union and other NATO countries, and soon to become the premier think tank on international affairs in Brussels.

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About The Crimson III Project

CRIMSON III is a project funded by the EU and implemented by RUSI Europe that aims to promote regional and trans-regional cooperation to overcome the fragmented approach that arises from different levels of capacity and interest among littoral states; contributing to creating trans-regional synergies and increase maritime security and safety of critical maritime routes. The project focuses on two main regions: the wider Indian Ocean and the Gulf of Guinea. RUSI Europe has grown rapidly. We now need to fill two part-time roles with a single individual, dedicated to excellence and efficiency and with a desire to advance our growth.