Administration and Procurement Associate

il y a 1 semaine


Bruxelles, Région de Bruxelles, Belgique HIAS Europe Temps plein
:


HIAS Europe is seeking an Administration and Procurement Associate, to join its growing and dynamic team based in Brussels, Belgium.

The position is managed by the Administration & Finance Officer, HIAS Europe, but also works in close cooperation with the Finance Manager, the Director and Program Staff as well as colleagues in HIAS Country Offices in Eastern Europe.


ESSENTIAL FUNCTIONS

  • Coordinates vendor engagement/procurement relating to the working of the office (e.g., office supplies, eventbased procurement, translation, publications, etc.);
  • Draft and prepare agreements to third parties (Subgrantees, suppliers, etc.);
  • Verifies that the procurement process is completed correctly in accordance with HIAS policies and procedures; Supports select Country Offices in Eastern Europe in this context;
  • Supports travel arrangements for staff and partners (tickets, hotel bookings, petty cash and reimbursements);
  • Supports schedule and calendar planning;
  • Arranges meetings and conference calls;
  • Supports the organisation of team events and largerscale events as required;
  • Prepares materials for meetings and provides postmeeting followup notes;
  • Assists with the preparation of presentations and narrative documentation, including proofreading, formatting, and translating diverse documents and PowerPoints;
  • Liaises with IT colleagues;
  • Maintains an effective computerbased filing system and manual filing system (where appropriate).
QUALIFICATIONS & REQUIREMENTS

  • Academic degree in relevant field.
  • Experience as an Administrative Assistant or Program Assistant.
  • Previous experience with an NGO or international organization preferred.
  • Experience with procurement processes.
  • Excellent communication skills in English (written and verbal); French and/or Dutch preferred.
  • Ability to work in a team and independently, take initiative, prioritize competing tasks and meet deadlines in a fastpaced environment.
  • Commitment to HIAS' mission and values, including refugee protection and humanitarian principles.

Job Types:

Part-time, Temporary contract
Contract length:
12 months
Part-time hours:
19 per week

Benefits:

  • Food allowance
  • Mileage reimbursement
Schedule:

  • Day shift
  • Monday to Friday
Supplemental pay types:

  • Vacation money
Ability to commute/relocate:

  • 1000 Brussel
:

Reliably commute or planning to relocate before starting work (required)

Work Location:

Hybrid remote in 1000 Brussel

Application Deadline:
20/01/2023

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