Administrative Officer

Work Location: Leuven City Role Overview: The Administrative Officer will serve as cornerstone of Tatweer's operations in Belgium, playing a critical role in administration / business development in addition to coordinating within country stakeholders and supporting Tatweer's wider operations including the headquarter Office. This position offers a unique opportunity for a highly organized and proactive individual to shape expansion and administrative functions, build stakeholder relations, and ensure seamless communication across all departments within a dynamic startup environment. Key Responsibilities: Office & Administrative Management Operate the Belgium office's administrative infrastructure. Maintain smooth internal operations including procurement, accounting, human resources, document management, and general office coordination Business Development Work with Management to create the business plan based on set objectives while identifying opportunities, potential clients and partners across Tatweer's market sectors. Study service market sectors in Belgium and the EU to identify opportunities for Tatweer across various domains. Communicate with potential clients and partners, set up meetings and visits to present Tatweer's capabilities and potential collaborations. Register Tatweer as a service providers with potential clients as well as various tendering portals relevant to the provided service and in line with the business plan. Build a monitoring scheme for the business pipeline and follow up published bids and tenders. Organize bid/no bid meeting for suitable opportunities. Track the bidding process, bid preparation reviews and issuance of proposals including required liaison with various Tatweer sectors and business support units. Prepare and present periodic reports on business development activities in the level of details required. Stakeholder Coordination Liese with clients, governing agencies and stakeholders to secure permits and approvals as required. Act as primary liaison with local service providers including Accounting, HR outsourcing agencies, legal and audit firms, and government authorities. Support compliance and registration procedures related to Belgian / EU business and employment regulations while considering expansion targets Intercompany Coordination Serve as key point of contact between Belgium operations and Tatweer's headquarters (HR, Finance, Business Development). Manager coordination of tenders, documentation, contracts, and reporting internally between business sectors and with partners and service providers Business Support & Presentations Prepare periodic reports, and presentations for internal and clients' meetings. Provide administrative support to visiting executives and project teams. Operational Compliance Ensure all activities comply with local Belgian laws and Tatweer policies. Coordinate audit preparation and manage document flow with external auditors. Qualifications & Requirements: Bachelor's degree in engineering, Business Administration, Management, or a related field. Minimum 4 years of experience in administrative, business development, operations, or liaison roles – ideally in a multinational or newly established company. Knowledge of Belgian business regulations and local stakeholder landscape. Knowledge of the Belgian/European engineering, smart cities, digital transformation markets is preferred Fluent in English and Dutch. Knowledge of French is preferred. Strong interpersonal, communication, and organizational skills. Proficient in Microsoft Office Suite and presentation tools. Able to work independently with strong problem-solving abilities.