Eu Operations Support Officer
il y a 3 jours
ShareAction
We are at a pivotal moment: the climate and biodiversity crises are deepening, and inequalities are even more marked in the wake of the Covid-19 pandemic. The global investment system has an oversized impact on many of these global challenges We want to make sure that impact is positive. At ShareAction we work with investors, policymakers and individuals to unleash the positive potential of the investment system. We aim to build a world where our financial system serves our planet and its people.
The Team
The EU policy team, which is located in Brussels in the Mundo Matonge office, and forms part of the Policy Directorate at ShareAction, advocates for changes in sustainable finance policy and financial regulation in the European Union. Its objective is to strengthen the rules and regulations that govern the financial sector, with the goal of building an economy that is good for people and the planet.
Position
The EU Operations Support Officer will provide comprehensive administrative support to ShareAction’s EU policy team in Brussels, alongside some support for the UK policy team based in London. The post-holder will be responsible for executing office management functions as well as act as the main line of contact and support to the IT, HR and Operational teams in the UK. The post-holder will be the liaison person to help translate UK policies and systems to the Belgian context to ensure continuity of service to the Brussels team.
What you’ll do _(key responsibilities)_
Although the role will be varied and open to some change in the activities you will undertake, below are the types of activities that you can expect to do:
Office Management
- Act as the first point of contact with the Mundo Matonge office management staff, including attendance of Mundo Matonge meetings.
- Monitor ShareAction’s Brussels office equipment and supplies, coordinate postal services, and manage the budget for office expenses.
- Support the Senior Governance Manager (based in the UK) with queries pertaining to the legal set-up of the office.
- Ensure that the EU transparency register is kept up to date.
- Update the contracts database as and when a new contract is signed.
HR
- Process new starters and leavers in the Brussels office.
- Support with translation (and updating) of contracts into French or Dutch.
- Follow general HR developments in Belgium and the Brussels region, liaising with the People Team and ShareAction’s external advisors where appropriate.
- Act as the first point of contact for our payroll provider and HR support services.
- Liaise with the People Team on administrative questions and general staff support
- Process reimbursement claims pertaining to travel in Brussels and office supplies.
- Keep the Brainbox page of Benefits for the Brussels team up to date.
IT
- Support ShareAction’s IT Team with the purchasing of staff hardware, devices and equipment for the Brussels-based staff as required.
- Support the IT set-up for new Brussels-based starters (e.g. access to online systems, printers, and the online room booking system).
- Develop Brainbox pages pertaining to the Brussels office.
Team Administration
- Support the administrative needs of the Policy Directorate (which covers the UK and EU policy teams) including preparing documentation and maintaining databases and systems and providing efficient and confidential general administrative support
- Support the day-to-day work of the Director (based in the UK) where required, which in some cases may include diary management to ensure effective use of time and prioritisation.
- Prepare meeting packs, itineraries and briefings as required. Organise travel and accommodation if required for the Directorate.
- Administer meetings (team meetings, Directorate meetings and away days) including scheduling and booking facilities, preparing agendas, taking minutes, and developing and following up on actions.
- Ensure adherence to all relevant ShareAction policies and procedures.
- Please note that this list is not exhaustive, and the role might change slightly from time to time_
**Requirements**:
What you’ll bring to the team
- Essential criteria:_
- A positive, proactive and enthusiastic team player with a strong focus on customer service
- Excellent organisational skills, with the ability to multitask and execute tasks in a timely manner
- Ability to demonstrate flexibility
- Ability to prioritise tasks and manage expectations
- Strong communication and interpersonal skills
- Working knowledge of operating office equipment and managing resources
- Ability to demonstrate strong administrative skills
- Fluency in English, and either French or Dutch
- Proficiency in Microsoft Office 365
It would also be great - but not essential - if you have:
- A background in working in a similar position would be advantageous but not essential
What we will do for you
Working with ShareAction will offer you the opportunity to achieve significant pe
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