Office Assistant

il y a 2 semaines

Bruxelles Ixelles, Belgique ECTRI aisbl Temps plein

02/06/2023

**ECTRI (European Conference of Transport Research Institutes)**is an international non-profit association created in 2003. It is composed of 29 leading national transport research institutes and universities from 20 European countries united to promote the excellence of European transport research. All together they account for more than 4,000 European scientists and research staff in the field of transport. In order to support the team and further improve the services for its Members, ECTRI is looking for an**:Office Assistant**

**IMPORTANT NOTICE**:
**I. Main missions**

ADMINISTRATIVE MISSIONS
- Build and preserve trusted relationships with our Members, address Members’ needs quickly and effectively
- Be a point of contact for general enquiries, handle incoming/outgoing general (e)mail and calls
- Liaise with suppliers and external stakeholders, and follow up on contracts
- Coordinate all office and building matters, including ordering office supplies and furniture
- Coordinate staff travel arrangements, including booking transport and accommodation
- Organise meetings, events and conferences, including preparing internal and external meetings’ files, setting up meeting rooms
- Implement and maintain internal procedures and office administrative systems, notably documents archives
- Manage databases and distribution lists

ACCOUNTING MISSIONS
- Follow up finances: in and out invoicing, bank accounts, liaise with external accountants to process invoices, prepare and track payments, and update internal tracking of outgoing invoices
- Monitor office budgets and provide regular expenditure reports
- Contribute to the annual cash accounting and risk analysis
- Prepare EU project financial reporting and support EU projects management and tasks

COMMUNICATION MISSIONS
- Support communication tools development (leaflet, newsletter and banner)
- Update Website, Social Media and Members’ area content
- 5years relevant professional experience, in particular within non-profit association
- Full proficiency in English; good command of French; other languages will be an asset
- Knowledge in accounting, financial management and communications will be an asset
- Excellent interpersonal, organisational and time management skills
- Rigoristic and keen eye for details
- Proactive, dynamic, flexible and able to work under pressure with a professional attitude
- Eager to work in a multicultural environment

**III. Miscellaneous**
- The recruited person will work within the Secretariat under the Secretary General and President’s responsibility
- Some IT knowledge will be an asset, in particular with the following software: Publisher, Adobe suite (Photoshop, InDesign), WordPress (or other CMS system) and CRM platform (Members’ area management)
- Full-time contract with non-fixed term under Belgium laws; part-time might be considered (please mention it explicitly in your letter)
- Job based in Brussels, Belgium
- Applicant must be legally entitled to work in Belgium
- Gross salary ranges from EUR 25K to EUR 40K per year depending on experience and working time (full/part time)
- Other advantages: lunch vouchers, eco-cheques, 13th month, flexitime
- Availability: immediate

**Job Types**: Full-time, Permanent contract, Part-time
Part-time hours: 30 per week

**Salary**: €25,000.00 - €40,000.00 per year

**Benefits**:

- Commuter assistance
- Company computer
- Eco vouchers
- Food allowance
- Internet reimbursement
- Work from home

Schedule:

- Day shift

Supplemental pay types:

- 13th month salary

COVID-19 considerations:
Specific internal regulation applies to all staff in case of a COVID-19 epidemic in respect of Belgium regulation in place.

Application Question(s):

- Avez vous des connaissances comptables ou de gestion financière ? OUI/NON
- Nous devons pourvoir le poste assez rapidement. Etes vous disponible immédiatement ? OUI/NON
- Do you have experience with non for profit organisation ? YES/NO

**Experience**:

- office assistant: 2 years (required)

**Language**:

- English (required)
- French (preferred)

Work Location: Hybrid remote in 1050 Bruxelles Ixelles

Application Deadline: 13/06/2023

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