Job Category

Job Experience

Job Location

Expiration Date

14 Mar 2021

ABOUT

IRG, the Independent Regulators Group (IRG) was established in 1997 as a group of European National Telecommunications Regulatory Authorities (NRAs) to share experiences and points of views among its members on important issues relating to the regulation and development of the European telecommunications market at the beginning of the liberalization of the. IRG is registered as a not-for-profit organization under Belgian law (ASBL) and has a Brussels-based Secretariat in charge of supporting this vibrant European Network.

WHY WORK FOR IRG

This is an opportunity to join one of the most dynamic industries, the digital. And it gives you the chance to shape the organisation and propel its growth at what is truly the most exciting time. You will be part of a team who is motivated to make a difference to the benefit of its members. You will work in an international and dynamic environment, while having the space for personal development.

JOB PURPOSE SUMMARY

Responsible for the day-to-day efficient management of the association’s secretariat, including in relation to finances, human resources and facilities.

Key responsibilities

  • Build and preserve trusted relationships with our members, address members’ needs quickly and effectively
  • Liaise with staff, suppliers and all external stakeholders 
  • Manage finances: in and out invoicing, petty cash, bank accounts, liaise with external accountants to process invoices, prepare and track payments, and update internal tracking of outgoing invoices
  • Monitor office budgets and provide regular expenditure reports
  • Coordinating internal and external meetings so that they run smoothly (scheduling, booking rooms, catering, support during the meeting, etc.);
  • Assist in the preparation of contracts and support documentation, liaising with external bodies as required
  • Prepare the monthly payroll, including communicating of absences
  • Assist the association’s leadership in daily management tasks
  • Coordinate all office and building matters, including ordering office supplies and furniture
  • Be a point of contact for general enquiries, handle incoming/outgoing general (e)mail and calls
  • Prepare letters, presentations and reports
  • Implement and maintain procedures and office administrative systems, manage databases and distribution lists
  • Organise meetings, events and conferences
  • Support the digital communication by contributing to the association’s website, social media and newsletters
  • Coordinate travel plans, including booking transport and accommodation
  • Provide efficient and effective daily administrative office management.
  • Coordination with the relevant Belgian Authorities regarding ASBL’s legal requirements.

Skills and personality

  • University degree or equivalent
  • 3-5 years of relevant experience, preferably in an international environment; experience with an EU trade association is an asset
  • Experience with human resources issues in a Belgian context, including knowledge of payroll, benefits, recruitment and social legislation
  • Financial management experience
  • Strong IT skills: Word, Excel, PowerPoint,.
  • Experience with provision of support for communications (events, social media, etc.)
  • Excellent written and spoken English and French;
  • Excellent communication, research and project management skills
  • Highly reliable and adhering to highest ethical standards
  • Result-oriented, proactive team-player with strong diplomatic and social skills
  • Attention to details and ability to multi-task and prioritise, creativity and flexibility
  • Outstanding organisation skills, ability to juggle different tasks at the same time and to respect deadlines, able to respond to urgent issues when needed.

WORKING CONDITIONS

The contract will have an unlimited duration. The assignment will start as soon as possible. The gross salary is in line with that of a Brussels-based trade association, on the basis of a full-time job of 38 hours per week. We offer a salary in line with skill levels and experience, plus a package of benefits in a vibrant, meaningful and empowered working environment.

APPLICATION

Please send your CV and a motivation letter in English accompanied by the contact details of the persons that would serve as references, by e-mail to secretariat@irg.eu, subject “Application: Office Manager”, by 15 March 2021. Job interviews will be organised on Teams/Zoom and a physical meeting will be organised with the short-listed candidates.

The application process at IRG Secretariat includes a background check regarding, but not limited to, employment, education and reference checks.

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