Office Manager
il y a 2 semaines
15 Rue Fernand Bernier
1060 Saint-Gilles, Belgium
Position Office Manager
Dates April April 2024
Location Brussels
Hours 38 hours (full time)
Remuneration 2,750 EUR gross per month, negotiable
Benefits Benefits package in Belgium includes lunch vouchers and
monthly transportation vouchers, and 13th month
Contract 1-year fixed term contract, renewable
Organisation overview
PBI is a non-governmental organisation, registered in the USA, which protects human rights and promotes
nonviolent conflict transformation. We provide protection, capacity building and other support for threatened
organisations, defenders and communities pursuing social justice and defence of human rights in areas of violent
conflict. Our current field projects are in Colombia, Guatemala, Honduras, Kenya, Indonesia, Mexico, Nicaragua
and Nepal.
PBI project work is supported by a network of 13 country groups in Europe, North America and Australia, who
carry out volunteer recruitment, advocacy and fundraising, and by the international coordinating headquarters
(International Office), where this role is based.
Purpose of the role
To manage and carry out the administrative functions of the International Office (IO).
To provide PBI's International Secretariat grant management for the European Commission funding, coordinated
by the International Secretariat.
Position in the organisation
The Office Manager will be line managed by the International Governance Coordinator, and work closely with
other International Office staff and volunteers.
Place of work
The position is based in Brussels, where the International Office is located.
Responsibilities
Maintain ISEC financial systems (x1,0 days)
Carry out finance administration tasks for the ISEC under the supervision of the Governance Coordinator and
the Finance Manager, including:
Administration of bank accounts overseen by ISEC
Review and approve expense claims and invoices and make payments in accordance with internal
policies
Peace Brigades International - Promoting non-violence and protecting human rights since 1981
Incorporated in the State of Washington, USA, 1982. Belgian Enterprise No Register income and provide receipts
Assist the Finance Manager with internal financial reporting as needed
Administer payroll
File and maintain all documentation to audit standards
Periodically update finance procedures to ensure best practice and latest standards in policies and
procedures are implemented
Maintain ISEC administrative systems (x 1,0 day)
Provide general office management for the IO, including:
- Maintain organization and presentation of the office space and equipment and arrange and
- Liaise with external suppliers to ensure delivery of necessary goods and services (e.g. office
- Open and distribute incoming post; arrange external post and/or couriers
arranging and mailing official documentation, taking minutes and other tasks as assigned
Maintain GDPR compliance for the IO
Coordinate administrative and logístical support for sporadic internal meetings or events
Participate in and take minutes of IO meetings
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, if applicable
Support organizational communications ( x 1,0 days)
Keep PBI's contact lists and user accounts up to date
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 and manage PBI's Cloud and internal communications tools
Grant Management ( x 2.0 days)
Consolidate, produce and manage narrative and financial reporting for the European Commission;
Act as main point of contact between IO, European Commission and the projects regarding grant
reporting requirements and amendments;
In coordination with Finance Manager, receive, register and distribute incoming grants to entities and
partners;
In coordination with Finance Manager, support grant specific audits and the preparation of global audits;
Oversee the maintenance and implementation of PBI guidelines related to grant management and ensure
compliance with external requirements.
Support initiatives to improve Monitoring & evaluation in PBI
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_PERSON SPECIFICATION_
Essential
Experience of finance administration
Experience of office administration
Proficient in office IT skills (Excel, Word, Outlook & open-source equivalent), project management
and/or online collaboration software (Zoom, Jitsi, MURAL, Mattermost, or similar).
Excellent oral an
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