Office Manager
il y a 2 semaines
**ECF is looking for a motivated Office Manager to join its team in Brussels.**
**About the European Cyclists’ Federation (ECF)**:
- We are the single European umbrella federation of member-based **civil society organisations** advocating and working for **more and better cycling**.
- We promote cycling as a **sustainable** and healthy **means** of transport and leisure.
- With nearly 70 member organisations from over 40 countries, we **harness the power** of European cycling movements as the only voice at the pan-European level.
- We are based in Brussels and our roots are in Europe, but the challenges we face are **global**, and we are ready to meet them as the **world’s largest and best-known** cyclists’ advocacy organisation.
**The role**
ECF is looking for an experienced, motivated and friendly Office Manager who wants to be part of our mission to achieve more and better cycling for all.
The Office Manager plays a crucial role at the very heart of our organisation in Brussels, ensuring the smooth and efficient running of our operations, from general office management to human resources, finance and IT.
The Office Manager is supported by a Finance and Grants Officer as well as by external service providers for payroll, accounting and IT services. The role-holder works closely with, and reports to, the CEO and is an integral member of ECF’s Management Group.
Given the nature of the duties and the organisational need for onsite presence on most days, this role is largely office-based at our location near Place Madou in Brussels, with flexibility to occasionally work from home.
**Key responsibilities**
**Office Management**
- Overseeing general office operations
- Supporting the design and implementation of office and organisational policies, standards and procedures
- Managing office supplies and equipment and the office management budget
- Preparing internal and external meetings, including reserving meeting rooms and catering and greeting visitors
- Handling ingoing/outgoing mail and deliveries
- Preparing legal notices for the _Moniteur Belge_ and various authorities
- Overseeing our relationships with external suppliers and service providers
- Managing IT support with the assistance of an external IT company
- Liaise with the building management to ensure employees’ health, safety and wellbeing, the adherence to sustainable practices, and to manage routine repairs and maintenance in the office
**Human Resources (HR)**
- Serving as first point of contact for staff on HR matters
- Preparing and managing employee and other HR files and contracts
- Managing the employee induction process
- Overseeing the staff time recording procedures, including ensuring compliance with internal policies and funders’ requirements as well as with all relevant labour laws
- Preparing payroll for processing by the external social secretariat
- Supporting timely and effective internal communications
- Coordinating training and development plans and activities
- Managing and supporting recruitment activities
- Overseeing the annual objectives-based appraisal process
- Supporting a healthy and happy working environment and culture for ECF staff and interns
**Finance and Accounting**
- Line-managing the Finance and Grants Officer
- Working with the Finance and Grants Officer, Projects team, external accountants and others, preparing regular and annual financial reports and analyses as required for the CEO, Board and budget holders
- Overseeing and ensuring compliance with agreed processes and procedures relating to invoicing, payments, reimbursement of expenses, etc.
- Overseeing the annual closing, auditing and financial reporting process for the association
- Overseeing the annual budgeting process and monitoring performance against budget
**Executive Support**
- High-level diary management for the CEO, to include arranging meetings and occasionally coordinating complex travel arrangements
**Academic background**
Minimum of a Bachelor’s degree or equivalent experience in a relevant field such as accounting, administration, human resources or office management.
**Professional background**
- At least 3-5 years of experience in office management or administration/operations
- Experience with accounting and controlling
- Experience with HR administration
- Experience of managing staff and/or interns
- Experience with creating and managing budgets
- Experience with/knowledge of recruitment practices
**Skills**
- Proficiency in Microsoft 365 Suite (Word, Powerpoint, Excel, Teams)
- Proficiency with Zoom
- Knowledge of accounting software (Winbooks would be an advantage)
- Knowledge of basic IT infrastructure and timekeeping systems
**Core** **competencies and qualities**
- Positive, helpful, can-do attitude with good diplomacy skills
- Great interpersonal and communication skills
- Reliable, trustworthy and discreet
- Good time-management skills
- Team player
- Critical, analytical and strategic think
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