Vacancy: European Haemophlia Consortium: Office Administrator
The European Haemophilia Consortium (EHC) is looking for an experienced Office Administrator with superior organisational skills and attention to detail, able to ensure an efficient and effective running of office finances, human resources and general administration, and do so in a friendly, constructive and highly inter-personal manner as part of a small and close-knit team of staff and volunteers.
Type of contract: Full-time, one-year employee contract, renewable
Location: Brussels, Belgium
Reporting to: CEO
Start date: As soon as possible
Remuneration: Negotiable, and commensurate with experience
The Office Administrator will be responsible for carrying out the EHCs general financial, human resources and office administration work, and providing support in these areas to the CEO (staff position) and VP Finance (elected volunteer position).
Main duties and responsibilities
The Office Administrator is responsible for:
- Oversee and manage administration tool(s) in close collaboration with the CEO and VP Finance.
- Oversee and implement office policies and procedures.
- Oversee, track, monitor and report on volunteer and staff timesheets.
- Oversee general project management tool(s) in a supportive capacity to the staff team.
- Conduct first-line review of all external supplier/funder contracts and keep updated paper and electronic records of all signed contracts in a clear filing system.
- Work with a financial accounting/administrative software and keep it up-to-date.
- Work with the accountant and auditor to review monthly income-vs-expenditure reports and provide analytical reports to the CEO and VP Finance upon request.
- Oversee and review all expense reports, including credit card reports, ensure proper usage of budget lines, and ensure proper filing.
- Ensure proper filing and reporting of governance and financial matters to the Belgian government and ensure the fullfilment of all other legal obligations under AISBL status.
- Ensure and conduct transparency reporting to EU institutions (EMA, European Parliament) annually.
- Liaise with the bank system as required.
Human Resource Support
- Liaise with the Belgian social secretary and ensure the proper administration of salaries, social benefits, pension payments and conduct other HR-related activities.
- Liaise with insurance providers to ensure continued and up-to-date coverage for employees, consultants, volunteers and others as required.
- Provide other HR-related support as required by the CEO.
Qualifications and requirements
- Minimum 5 years of professional experience in Belgium-based admin/office management role.
- Strong English, fluency in French and/or Dutch an asset.
- Strong understanding of Belgian rules and regulations, particularly for AISBLs.
- University degree.
- Excellent attention to detail, organisational and project management skills.
- Strong computer skills and ability to manage financial accounting software(s).
- Strong interpersonal and diplomacy skills.
- Able to show initiative, self-start, work under tight deadlines and deliver under high pressure.
- Able to work professionally with multiple cultures and professions, including patients, volunteers, doctors, external consultants and service providers.
- Able to work on weekends (for events) and travel in Europe (predominately) when needed.
- Some familiarity, or experience, with European institutions considered an asset.
- Familiarity with haemophilia, rare bleeding disorders or other rare diseases not required but considered an asset.
- Previous work experience in the non-profit sector or patient organisations not required but considered an asset.
Applications should be submitted to firstname.lastname@example.org. EHC will accept applications until 17:00, 12 April, 2019
Applications should consist of all of the following:
- Cover letter,
- Please state range of expected net remuneration,
- Telephone and email contacts for 3 references (these may be contacted before a first interview).
Please note that incomplete applications will not be considered.
We are grateful for all applications. Unfortunately, due to high volumes of work, only short-listed candidates will be contacted. We thank you in advance for your interest and look forward to hearing from you soon.