HR & Office Manager for An International
il y a 2 semaines
Our client is an international federation representing the interests of its members towards the EU institutions. Their human-sized and multinational office (+/- 12 people) is located in the Arts-Loi area. They are currently experiencing a significant growth and are currently looking to recruit a diligent **HR & Office Manager **on a permanent contract basis. This is a newly-created position.
**Purpose of the role**
You will have 4 main areas of responsibilities in this role: HR Coordination, Operations Management, Financial Administration & PA to the Secretary General. You will supervise one person and report to the Secretary General and his Deputy.
- HR Coordination (60%)_
- Coordinating payroll: being responsible for the payroll process, liaising with social secretariat
- Personnel Administration: handling all administration related to hospitalisation & invalidity insurance/pension scheme/etc., managing/updating personnel records
- Recruitment: launching and coordinating recruitment processes, liaising with external partners, preparing offers and employment contracts, coordinating induction programme for new employees
- Handling “INs & OUTs”: administrative/legal follow-up in case of arrival/departure of employees
- Performance Management: steering the whole appraisal process twice/year, ensuring the follow up of action points and decisions taken during the appraisals (salary increases, training needs, etc.)
- Social Legislation & HR Policies: handling all matters related to social legislation, updating/working out labour regulations & HR policies, keeping management informed about new tax/legal regulations on labour & employment, liaising with local authorities & institutes (e.g., ONSS/RSZ, Mensura, etc.), being the SPOC for employees, answering their questions on social legislation matters
- Providing advice and assistance to management on HR planning and management issues
- Ad-hoc projects: reviewing/improving internal processes and procedures such as travel policies, work regulations, health & safety, etc.
- Operations Management (20%)_
- Contracts management: updating/negotiating contracts with suppliers (hotels, travel agencies, caterers, suppliers of office material & equipment, etc.), external partners and landlord
- With the support of the Office Assistant, ordering office & kitchen supplies and other equipment when necessary
- Managing all insurances (building, travel insurance, etc.)
- Handling renovation project(s)
- IT: making sure newcomers are set-up correctly and receive the necessary training, liaising with IT service provider in case of issues/technical interventions/maintenance, following-up some “high-priority tickets” together with the Office Assistant, etc.
- Financial Administration (20%)_
- Registering suppliers’ invoices in the system, following-up on the payments; preparing Accounts Payable for the external Accountant
- Preparing invoices and following-up on billing process
- Following-up on legal publications (e.g., Moniteur belge/Belgisch Staatsblad)
- Liaising with the external Accountant and Chartered Accountants, preparing the necessary documents for the audits
- PA responsibilities (10%)_
- Providing a first class organisational support to the Secretary General
- Managing his extensive travel schedule ( several trips/month worldwide)
- Booking flight tickets and accommodations
- Rationalising his business trips, easying his tranfers and ensuring that his rhythm allows him, as much as possible, to preserve an acceptable balance between his professional & private life
**Profile**
- Bachelor's Degree in Office Management, Languages or HR/Business Administration
- At least 5 years’ experience in a simlar role and at a similar level
- An experience acquired in professional services (consulting, law firm, etc.) or in another EU trade association/lobby/think tank and in a similar-size organisation is a plus
- Fluent English (C2) and a professional knowledge of Dutch or French (B2/C1 - daily contacts with local suppliers)
- Strong HR knowlegde both soft (recruitment) and hard (Belgian social legislation)
- Comfortable working with figures and handling financial-related tasks
- Excellent communication, capacity to interact at all levels, approachable individual with genuine emotional intelligence, both diplomatic and firm when needed
- Suited to a human-sized organisation where allroundness and resourcefulness are crucial
- Very good team spirit and collaborative approach
- Leadership skills as you will be supervising one person (the Office Assistant)
- Ability to manage priorities is essential as the role is multi-faceted
- Trustworthy, responsible and accountable, capacty to work without supervision
- A commitment to the values and goals of the European Union
*
**Offer**
- Starting date: ASAP
- A permanent and full-time contract
- A competitive salary with a complete benefits package (luncheon vouchers, group insurance, DKV (including ambulatory and dental insura
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