Administration and Compliance Officer

Job Experience

Job Location

Expiration Date

01 Apr 2017

Cardno Emerging Markets, Belgium (Cardno) is seeking a permanent full-time Administration and Compliance Officer.
The Administration and Compliance Officer will provide general administrative and office management assistance to the Business Unit, as well as be responsible for compliance with EU rules during tender preparation. The Administration and Compliance Officer will report to the Executive Director. 
The role is organised around the following tasks and responsibilities (percentages are indicative):

Office management (25%)

  • General secretarial work: phone dispatching, travel and hotel bookings, mailing, etc.
  • General administrative tasks, e.g. publication of changes to legal entity status;
  • Management of all office suppliers and related contracts (equipment rental, office supplies, insurance, etc.);
  • Liaising with IT manager on general IT and other logistical issues;
  • Specific responsibility over cost optimisation (phone / IT / equipment / services etc.);
  • Maintaining and updating Cardno Staff Travel Plans;
  • Helping new employees settle in properly (logistics, subscription to KBC, etc.);
  • Receiving visitors and assisting them with logistics (e.g. taxi reservations);
  • Ensuring regular archiving of old records (minimum once a year).

 Administrative compliance support (40%)

  • Assisting project managers in the preparation of administrative documents during tender procedures in compliance with EU rules;
  • Maintaining Cardno's legal proof of non-exclusion;
  • Keeping the project reference database up-to-date and collecting proofs of progress / completion;
  • Staying informed about PRAG rules and making recommendations for improving our systems and processes;
  • Other ad hoc support to the tendering effort including editing references, formatting CVs, etc.

Accounting-related support (25%)

  • Preparation of all payments on Isabel, including monthly administrative transfers;
  • Responsible for ensuring that bank accounts are never in the red and savings accounts are optimised;
  • Stamping and filling all invoices paid on a regular basis, and making the necessary copies in view of project expenditure verifications and audits;
  • Follow-up on all payment issues, liaising with banks and payment beneficiaries for fast problem resolution.

Other (5%)

  • Health & Safety: contributing to a safe environment and ensuring compliance with Cardno's corporate health and safety policies;
  • Assisting with other ad hoc assistance requests from the rest of the team as appropriate. 

Required qualifications and skills:

  • Degree in a relevant field;
  • Minimum 3 years of experience in providing logistical and administrative support to a team, preferably in an international environment;
  • Good previous experience in using Microsoft Word and Excel in a professional context;
  • Proven ability to prioritise tasks efficiently and manage stress in a fast-paced environment;
  • Excellent interpersonal skills and ability to function well as part of a multicultural team;
  • Attention to detail, including accurate data entry skills;
  • Excellent knowledge of English and French (written and spoken); additional languages, especially Spanish and Dutch, would be considered an asset but are not mandatory;
  • Prior experience or familiarity with EU-funded work is an asset but is not mandatory;
  • Belgian work authorisation required.

What we offer: 


  • Belgian permanent employment contract;
  • Competitive salary based on candidate's qualifications;
  • Meal vouchers;
  • Eco-checks;
  • Local transportation reimbursement;
  • Hospitalisation insurance.

Working hours:

  • 38 hours / week;
  • Standard 20 days of paid leave (depending on employee's previous situation) + 10 legal holidays;
  • Additional paid leave between Christmas and New Year (4 days);

How to apply:

If you are interested and qualified for this position, please send your CV and cover letter by 3 April 2017 to mentioning "Administration and Compliance Officer" in your email subject. The intended start date is May 2017.
Cardno is an ASX-200 professional infrastructure and environmental services company with expertise in the development and improvement of physical and social infrastructure for communities around the world. Cardno's team includes leading professionals who plan, design, manage and deliver sustainable projects and community programs. The diverse skills and experience of Cardno's global team allow us to offer integrated services in several market sectors worldwide, including development assistance. 
Through its Emerging Markets division, Cardno brings a 40-year history of working in partnership with developing countries to deliver solutions for sustainable development. With offices in Australia, North America, Europe, Africa, Asia and the Pacific, we investigate the causes of poverty and focus on improving the physical, economic and social infrastructure that sustains communities. 
Cardno Emerging Markets, Belgium focuses on the acquisition and delivery of EU-funded development aid contracts in the fields of economic development, trade, business collaboration, agriculture, good governance and institutional capacity-building. Our team of 10 permanent employees and 15+ long-term project staff brings together, in a dynamic environment, development professionals from a variety of technical and cultural backgrounds.

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