Administrative Assistant On HR, Finance and

il y a 2 semaines


Brussels, Belgique Quality Education in Europe for Sustainable Social Transformation (QUEST) Temps plein

About QUEST

QUEST stands for Quality Education in Europe for Sustainable Social Transformation. We are a European network based in Brussels that connects pioneer organisations in order to promote change in education. Since 2017, we strive to promote research, policies and practices that support respectful, innovative and transformative education.

About the job

The Administrative Assistant will organise and manage the office’s day-to-day finance and HR administration. Will ensure effectiveness and compliance with internal finance and HR procedures and maintain the quality of finance and HR data management.

The Administrative Assistant will also take care of the administrative side of the QUEST partnership and membership, collaborating and co-designing initiatives that aim at bringing new partners and advancing change in education in Europe and beyond. The Administrative assistant will also deal with the administrative side of the projects that QUEST is running.

The selected person will work under the supervision of the General Committee.

Key tasks:
Finance Administration:

- Preparing invoices
- Processing payments, including petty cash and bank card management.
- Ensuring all the proofs of payment are compliant with internal rules, and approved
- Processing travel reimbursement forms and following up with employees to ensure compliance with internal rules
- Reconciling bank and transactions, ensuring that all transactions are supported by the required documents
- Training staff on invoices, and other financial procedures
- maintaining accurate document management of financial transactions, including invoices, receipts, and bank statements, filing and organising these records
- Assisting with audits, providing documentation as needed
- Providing administrative information to the insurance provider and any possible service providers.
- Liaising with staff members regarding invoices, travel reimbursements, finance administrative documents, and information
- Depositing approved accounts in the Moniteur Belge

HR administration:

- Supporting with drafting new staff contracts, trainees’ contracts, amendments, and closing contracts
- Preparing leaving of staff, trainees/volunteers: close all the administrative information
- Preparing arrival of new staff, trainees/volunteers’ insurance, meal voucher provider, other legal documents
- Help introducing new staff members, and trainees/volunteers to the office functioning and rules
- Collecting and providing information and administrative documents for salary payments (sick leave, travel, other leaves, corrections) and relevant documents for trainee allowance payments
- Follow up and link with the insurance provider
- Point of contact with the social secretariat
- Liaising with external (finance and HR) providers for all administrative and accountable documents
- Following office procedures and working rules manual to ensure that they are updated, implemented by the staff, and deposited in the Moniteur Belge if relevant
- Be the person of reference to gather legal/ questions raised by staff members and trainees, and direct questions to the secretariat social/accountant if not able to answer
- Being the contact person with the organisation responsible for the wellbeing of staff

Office Administration:

- Opening and closing the office during office hours
- Monitoring office supplies and equipment and order replacements (stationary, coffee, tea, etc.)
- Being the person of contact for the service providers (phone, IT, wifi, building handyman, etc.)
- Participating in improving office environment (plants, more environmentally friendly)
- Ensuring the office is clean, and the employees respect the office rules (kitchen, sanitary, cleaning)
- Being a responsible person for security and prevention in the office (e.g. fire prevention)
- Monitoring IT equipment (list of equipment, storage, depreciation list)
- Preparing workstations for new staff
- Being the person of contact for the IT Consultant
- Organisation file backup management
- filing paperwork, scheduling appointments, contacting partners or authorities, and finding accommodation for trainees/volunteers, etc.

Projects and Partnerships administration:

- Continuously look for ideas and ways of engaging new partners, members, sponsors, and donors.
- Develop presentations and other materials for meetings.
- Support the enlargement of our network, by reaching out new members and preparing membership contracts, and ensuring follow-up.
- Participate in conference and events (occasional).
- Participate in info sessions organised by the European National Agency and other funding organisations.
- Oversee the administrative implementation of projects: set up and monitor timelines and milestones, coordinate and engage internal working groups, organize meetings, monitor and address risks, evaluate progress.
- Oversee the implementation of membership activities: coordinate and engage member working groups, organize



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