Office Assistant (Trainee)

Job Category

Job Location

Expiration Date

22 Oct 2019

Bioenergy Europe is currently recruiting an Office Assistant trainee.

The position oversees all administrative and secretarial aspects of the association including daily relations with members, accountancy supervision, and several social secretariat aspects. The ideal candidate should be able to anticipate needs, provide information in a timely manner and solve issues autonomously. As you will play a key role in the association, candidates should be highly organised, use discretion and take initiative.

Founded in 1990, Bioenergy Europe is a non-profit, Brussels-based international organisation active at EU level. Bioenergy Europe’s primary mission is to develop the market for sustainable bioenergy and insure favourable business conditions for its members. Bioenergy Europe holds a strong position in the bioenergy sector (bioheat, bioelectricity and biofuels) and brings together approximately 40 national bioenergy associations and over 90 private-sector companies from all over Europe and beyond. More information on


You will progressively be in charge of the functioning of an office of 19 persons and work alongside Bioenergy Europe’s Secretary-General and interact regularly with all departments and staff. You will mainly be responsible for the following tasks:

a.       Membership:

  • Serve as key contact between members and Bioenergy Europe
  • Affiliation and disaffiliation procedure
  • Maintain an accurate database of our members’ contact details
  • Provide excellent service to members and ensure a smooth onboarding for new members

 b.      Office Management and Administration:

  • Welcome visitors, deliveries, post and other correspondence
  • Book travel arrangements for the Bioenergy Europe team
  • Screen and monitor all mail/phone enquiries and requests
  • Manage agendas (planning and organising appointments and meetings)
  • Purchase of office supplies and needed materials
  • Managing relations with suppliers (accountant, landlord, venues, catering, etc.)
  • Coordinate IT matters with our external service provider
  • Prepare documentations for Statutory meetings
  • Statutory company filings (Moniteur belge, EP badges, Statutes, etc.)
  • Document management (contracts, EU projects)
  • Support the organisation of events and meetings (material preparation, logistic planning, onsite support, etc.)

 c.       Finance & Human Resources:

  • HR support to the Secretary-General
  • Responsible for the payment of invoices and record of all payments
  • Responsible for issuing of invoices: members, events, etc.
  • Debtors management
  • Working on a regular basis with Bioenergy Europe’s accountant, providing all necessary details for accounting and tax purpose

 Competencies and Skills

  • Fluent in English and French both written and spoken (prerequisite)
  • Bachelor or higher in human resources, accountability, office management or business administration.
  • Experienced in Microsoft Office Word and Excel
  • Candidate is autonomous, highly organised, and reliable
  • Ability to multi-task and handle confidentiality
  • Excellent interpersonal skills and ability to communicate effectively with a broad range of people


  • Full-time equivalent based in Brussels starting November 2019.
  • 6 months paid internship (one month education with the Office Manager, then replacement for her maternity leave)
  • Friendly and international working environment

If you are interested in the position, please submit your CV and application letter in one single PDF via this online form.

Interviews will be held in our office in Brussels 

Only the candidates selected for interviews will be notified.

Before you apply, read the latest news about EU policies on EURACTIV.COM.

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