Office and Administrative assistant (m/v/x)
Office and Administrative assistant (m/v/x)
Green European Foundation
Green European Foundation
About GEF
The Green European Foundation (GEF) is a European-level political foundation that forms a core part of the Green movement, alongside the Greens/EFA group in the European Parliament and the European Green Party. Our mission is to foster dialogue, collaboration, research, and training to build a more democratic, open, and just Europe. We operate through a wide network of national member foundations and partners, engaging with stakeholders from academia, civil society, politics, and business.
For more information, visit our website: www.gef.eu.
The Green European Foundation (GEF) is a European-level political foundation that forms a core part of the Green movement, alongside the Greens/EFA group in the European Parliament and the European Green Party. Our mission is to foster dialogue, collaboration, research, and training to build a more democratic, open, and just Europe. We operate through a wide network of national member foundations and partners, engaging with stakeholders from academia, civil society, politics, and business.
For more information, visit our website: www.gef.eu.
Beschrijving van de functie
Beschrijving van de functie
About the role
The Office and Admin Assistant will support our Finance and Administration unit, working closely with the Finance Manager and collaborating with the GEF team. This position plays a key role in ensuring smooth office operations whilst providing support to administrative and financial tasks.
Main tasks
Office Management
Oversee office supplies inventory and place orders as needed.
Maintain office equipment and supplies, ensuring preventive maintenance.
Liaise with IT providers for technical queries.
Manage the general GEF mailbox.
Administration
Ensure daily compliance with GDPR regulations.
Provide general administrative support to the team.
Coordinate procurement procedures.
Financial Assistance
Process routine financial checks (invoices, reimbursements, etc.).
Assist with payments using internal collaborative platforms (e.g., Monday.com).
Support the yearly grant application process.
Support annual audits and maintain financial filing systems.
Draft financial documents (e.g., invoices, per diems).
Human Resources Support
Assist in organising team meetings and retreats.
Provide support to HR and payroll when needed.
Event Logistics
Coordinate logistics for statutory meetings (General Assemblies, Board meetings).
Support travel bookings and related logistics.
The Office and Admin Assistant will support our Finance and Administration unit, working closely with the Finance Manager and collaborating with the GEF team. This position plays a key role in ensuring smooth office operations whilst providing support to administrative and financial tasks.
Main tasks
Office Management
Oversee office supplies inventory and place orders as needed.
Maintain office equipment and supplies, ensuring preventive maintenance.
Liaise with IT providers for technical queries.
Manage the general GEF mailbox.
Administration
Ensure daily compliance with GDPR regulations.
Provide general administrative support to the team.
Coordinate procurement procedures.
Financial Assistance
Process routine financial checks (invoices, reimbursements, etc.).
Assist with payments using internal collaborative platforms (e.g., Monday.com).
Support the yearly grant application process.
Support annual audits and maintain financial filing systems.
Draft financial documents (e.g., invoices, per diems).
Human Resources Support
Assist in organising team meetings and retreats.
Provide support to HR and payroll when needed.
Event Logistics
Coordinate logistics for statutory meetings (General Assemblies, Board meetings).
Support travel bookings and related logistics.
Profiel
Profiel
What we are looking for
Enthusiastic candidates with fluent written and oral command of English and French or Dutch.
Available to work part-time (4 days/week) in Brussels, starting November 2024.
Good organisational and administrative skills and openness towards a variety of tasks.
An interest in administrative and financial work.
Technology-savvy, and good command of office software.
Detail-oriented and a natural problem solver.
Comfortable working in a multicultural, political environment.
Enthusiastic candidates with fluent written and oral command of English and French or Dutch.
Available to work part-time (4 days/week) in Brussels, starting November 2024.
Good organisational and administrative skills and openness towards a variety of tasks.
An interest in administrative and financial work.
Technology-savvy, and good command of office software.
Detail-oriented and a natural problem solver.
Comfortable working in a multicultural, political environment.
Contractuele voorwaarden
Contractuele voorwaarden
What we offer
€2,000 gross monthly salary.
Meal vouchers (€7/day worked).
Full reimbursement for public transport within Belgium.
Paid mobile phone subscription.
Home office allowance (€2/day).
Eco-vouchers (€250/year, pro-rata).
2 additional holidays on top of the Belgian legal framework, plus time off from December 24 to January 2.
An individual training budget.
A collaborative, international, and multicultural work environment.
Starting date: as soon as possible.
Office location: Brussels, Belgium.
€2,000 gross monthly salary.
Meal vouchers (€7/day worked).
Full reimbursement for public transport within Belgium.
Paid mobile phone subscription.
Home office allowance (€2/day).
Eco-vouchers (€250/year, pro-rata).
2 additional holidays on top of the Belgian legal framework, plus time off from December 24 to January 2.
An individual training budget.
A collaborative, international, and multicultural work environment.
Starting date: as soon as possible.
Office location: Brussels, Belgium.
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