Office Assistant
il y a 3 semaines
**Reports to**: Finance Director Europe
**Location**:Based in Brussels
**Duration**: Temporary (maternity cover from July to November). Part-time 20h
per week.
**OCEANA’s Mission**
Oceana is the most effective ocean conservation organisation in existence. We are a leader in science-based advocacy, and we campaign for policies to make the world’s oceans more abundant, vibrant, and biodiverse. We operate as a combined international organisation. Through recent expansion, our talented staff consists of about 240 people, working in more than 12 countries, including scientists, communications, policy and advocacy experts.
When you work at Oceana, you are part of an organization that literally changes people's lives by protecting the oceans, improving food security and enhancing livelihoods. Whether you are contributing as a policy advocate, expert, fundraiser, or team member, you play a pivotal role in helping people achieve their goals every day. Our culture is one of talented people working together with a common purpose.
As an Oceana team member, you know that what you do matters. Join us today to protect the world’s oceans and restore them to their former level of abundance
**The role**:
The main purpose of this position is to support Brussels office needs by ensuring the smooth running of the office on a day-to-day basis and give support to the accounting team. The Office Assistant will report to the Finance Director (based in Madrid) and will coordinate office maintenance, purchase of supplies and office equipment, and carry out administrative duties. The Office Assistant will also coordinate duties to ensure compliance regarding workplace risk assessments and audits. In addition, the Office Assistant will carry out office reception tasks, oversee security and organise events as and when required by the team located in Brussels.
**Main Responsibilities**:
Administration.
- Coordinate office maintenance, and handle phone calls, mailing, shipping, bills, and errands
- Regular contact person with office service providers
- Maintain office supplies and equipment and coordinate purchases as required
- Liaise with IT department as and when required.
- Maintain and updating database for contacts in Brussels office.
- Verify accuracy of the invoices received, getting the corresponding approvals from budget authorities and cost allocations.
- Maintain up to date filing of Accounting Department documents to have the accurate information filed.
- Follow up on travel requests, receipt of invoices and reports from the travel agency in line with the Oceana Europe´s travel policy.
- Review and ensure that travel expenses are reported correctly in the reporting system (Nexonia) according to the travel requests
- Assist accountants with basic bookkeeping and accounting tasks
- Administrative support to the Deputy Vice President of Europe related to the report of expenses.
- Provide general support to the Brussels team in the organisation of meetings and events.
Health & Safety
- Carry out Health & Safety duties required by Director of Human Resources Europe.
- Assist in regular “Health and Safety” surveillance audits, site wide and other tasks related to Health and Safety.
Education and work experience:
- 3-5 years of experience, preferably on an NGO.
- Bilingual French/English speaker (required).
**Skills**:
- Very strong written and verbal communication and interpersonal skills, French and English.
- Advance MS Excel skills
- Knowledge of basic bookkeeping procedures
- Attention to detail, strong follow-through.
- Problem solving.
- Results oriented.
- Ability to contribute effectively to a team working environment.
- Flexibility.
- Excellent organizational and time management skills, ability to effectively manage multiple tasks.
- Willingness to interact with people with different nationalities and backgrounds.
- Pro-active, strong team player, able to work individually and in a team environment.
- Good jugment and discretion when dealing with sensitive topics.
Other Requirements:
- Genuine interest in ocean conservation is a plus.
- Experience working with remote team.
- Eligibility to work in Brussels.
- The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job and are a reasonable representation of its activities._
- Oceana is an _**equal opportunity**_ _employer and proud to provide equal employment opportunity to all job seekers. We are actively committed to ensuring that no individual is discriminated against on the grounds of age, disability, gender reassignment, marriage or civil partnership status, pregnancy and maternity, race, religion or belief, sex, or sexual orientation._
**Job Type**: Part-time
Part-time hours: 20 per week
Schedule:
- Monday t
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