Administration Officer
il y a 3 semaines
**About EFA***
The European Free Alliance (EFA) works to make the idea of a “Europe of the Peoples” a political and cultural reality at the European and international level.
It is an umbrella organisation of 41 civic nationalist, regionalist, and autonomist parties throughout the European Union (EU), representing stateless nations, emerging new States, regions and traditional minorities in Europe. It focuses its activity on the promotion of the right of self-determination of peoples, human, civil and political rights, democracy, internal enlargement, multi-level governance, devolution of powers, cultural and linguistic diversity, as well as on civic nationalism, regionalism, autonomy and independence. The right to self-determination is a cornerstone of the EFA’s program and ideology.
EFA is a European Political Party recognized by the European Parliament since 2004. It is duly registered as non-governmental organisation (asbl/vzw) under Belgian law and as EUPP under the European Parliament
**About the job offer**
Position: Administration officer
Contract: Full time contract (38/38h week). A 6-month initial contract is offered, renewable upon positive evaluation before the end of the period.
Starting date: To be agreed, mid-September 2023.
Place of work: EFA headquarters (Brussels capital region). Availability for occasional travelling within Europe will be required. The teleworking policy governing the Secretariat applies to this position.
Job description:
EFA is looking to recruit one Administration Officer (F/M/X) to provide general office support to the Secretariat team in Brussels.
The Administration Officer will coordinate with the rest of the EFA Secretariat members and external stakeholders to provide critical operations support to the rest of the Secretariat and the Bureau members. S/he will be responsible for administrative duties including office management, visitor liaison functions and any and other administrative procedures arising from the day-to-day work of the Secretariat.
Responsibilities:
- Office management
- Database, offline and digital archives management.
- Support the rest of the team with any necessary administrative procedures during missions, events and meetings.
Specific tasks to be developed:
- Maintain, organize and order general office supplies, including contacts with providers to ensure the team has everything they need to succeed.
- Greet and sign in visitors, guide them to the appropriate location and make them feel at home.
- Provide administrative support in the management of audit and financial procedures.
- Maintain a comprehensive electronic and paper filing system.
- Sort out post and electronic mail.
- Keep the database up to date.
- Maintain and update an accurate inventory of all the office material, such as computers, laptops, printers, office furniture, office supplies and other office material. Make sure that all borrowed equipment is returned after use by staff.
- Maintain the merchandising inventory up to date.
- Legal registration of documents.
- Manage and organise the team schedule and agenda. Arrange meetings and appointments.
- Book travel arrangements for the staff and assist the Bureau members with logistic details.
- Keep detailed meeting notes, when required.
Required Skills and Qualifications:
- High school diploma or equivalent, at least.
- At least 2 years’ relevant experience in office management, administration and procurement. Proven experience as a Secretary or Administrative Assistant.
- Multilingual professional level skills: English as working language; French and Dutch as preferred second languages. Any other language skills will be an asset.
- Experience with the management of on-line meeting platforms (Zoom, Teams, etc.)
- Strong multitasking and organizational skills.
- Ability to meet deadlines with strong attention to consistency, detail, and quality.
Desirable skills and assets:
- Bachelor’s degree in finance, business administration or equivalent
- Basic understanding of the European Union structure and the work of the European political parties and foundations.
- Experience working with international networks.
**Mission, vision and values**
EFA is looking for a high performing professional able to deploy quality, efficient and effective work, together with an innovative approach.
The following drivers are an asset for EFA:
- Proactivity and responsiveness.
- Adopt an innovation mindset and the ability to anticipate trends.
- Offer a catalogue of services reflecting the needs of all EFA’s stakeholders.
- Ensure that procedures are clear, transparent and accessible to all.
EFA Staff is meant to work in commitment with the following values:
- Integrity and professionalism - EFA staff members trust each other, act with honesty and goodwill, keeping the interest of the service and of member parties clear in their minds.
- Quality service - EFA consistently strives for providing its members with excel
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