Détails de l'annonce
Organisation : Peace Brigades International Belgium
Site web : http://www.pbibelgium.be
Lieu de l'emploi : Saint-Gilles /
Fichier :pbi_-_application_form_admin_2019.docx
Type d'emploi : Contrat à durée déterminée
Type de contrat : Temps partiel
Fonction : Communication
Date de publication : 18/07/2019
Date limite : 20/08/2019
Profil
Essential
- University degree in relevant subject or equivalent work history in non-profit sector
- Experience in finance administration
- Experience in office administration
- Working in a multi-cultural environment
- Commitment to and understanding of PBI’s principles and objectives
- Proficient in basic office IT skills (Excel, Word, Outlook & open source equivalents)
- Willingness to learn new IT skills (encryption, website content management)
- Excellent oral and written communication skills
- Proficiency in French/Flemish and English
- Working knowledge of Spanish
- Able to build effective relationships with colleagues and suppliers
- Proven attention to detail in numeracy
- Self-motivating, able to work under own initiative with a can-do attitude
- Time planning and task prioritisation
- Willingness to learn and use digital security tools
Desirable
- Consensus decision-making
- Event management
- Ability to accurately summarise complex debates and discussions
Description
The main purpose of the role is to support the administrative functions of the International Office (IO) and International Secretariat (ISEC).
This is a fixed term employment contract for 24 months, renewable subject to review. 24 hours (3 days a week)The person will be formally accountable to PBI’s International Council (IC), will be line managed by the Finance Manager, and work closely with all the International Office staff.
The person will be based in Brussels where the International Office is located.
Here are the job responsabilities:
To maintain ISEC financial systems (x1.5 days)
Carry out finance administration tasks for the ISEC including:
- Administration of the bank accounts overseen by ISEC
- Support the Grants Manager with donor reporting as needed
- Organise and deliver external donor reports for restricted funding in the ISEC budget
- Monitor ISEC budget lines associated with IO office and IT costs
- Review and approve expense claims and invoices, and make payments according to internal policies
- Register income and provide receipts
- Assist the Finance Manager with internal financial reporting as needed
- Assist the Finance Manager with payroll administration as needed
- Maintain all documentation to audit standards
- Periodically update finance procedures to ensure best practice and latest standards in policies and procedures are implemented
To maintain ISEC administrative systems (x 1 day)
- Provide general office management for the IO, including purchasing, supplier liaison, IT management, and updating office policies and procedures
- Be the first point of contact for enquiries from suppliers, including Village Partenaire
- Maintain the offsite storage facility of PBI’s archive in Brussels
- Assist the Governance Director with legal and HR administration support including sourcing, arranging and mailing official documentation
- Maintain GDPR compliance for the IO
- Coordinate administrative and logistical support for IC and IOC meetings
- Participate in and take minutes of IO meetings
- Distribute and open incoming post; arrange external post and/or couriers
- Maintain the standard and presentation of the office space and arrange and oversee minor repairs
- Maintain office equipment and liaise with suppliers
- Support recruitment processes for new volunteers and staff: post adverts online, research job posting sites and costs
- Oversee work plans of IO volunteers and provide support to them
Communications (x 0.5 days)
- Regularly update contacts and records on Excel and Mailman databases
- Coordinate the volunteer translator network and liaise with professional translators and interpreters when necessary
- Manage the relationship with PBI’s IT provider, carry out basic IT troubleshooting and triage for the IO, and pass on information to assist in resolving issues for users across the organisation
- Oversee the Cloud and create access for new users
- Stay up-to-date with developments in the IT Security Working Group and implement approved measures in the international office
Conditions
- 24 months, from1st October 2019 to 30th September 2021, renewable- 24 hours (3 days a week)- € 15.727.57 gross per year, non-negotiable- Lunch vouchers and reimbursement of travel cost- Location: Brussels
Application procedure
Applicants should complete the accompanying application form and send it to Polyxeni Kallini at polyxeni.kallini@peacebrigades.org. Please put "Application for Administrator" in the subject of the email.
The selection process is as follows:
Deadline for applications: Monday 19th August, 2019 at 9am CEST
Interviews: TBC
Start date: 1st October 2019 or as soon as possible
Please note that we are unable to respond to applicants who have not been shortlisted for interview.
PBI values diversity and has a strong commitment to equality of opportunity. All applicants will be treated on equal terms, without discrimination on any grounds, and especially for reasons of gender, ethnicity, sexual orientation or physical disability. This position is based in Brussels, Belgium. Before appointment the successful candidate must provide proof of eligibility to work in the European Union.
