Office Administrator

Job Category

Job Experience

Job Location

Expiration Date

11 Nov 2018
  1. Position: Office Administrator
  2. Department: Brussels Office
  3. Reporting to: Vice President Program

The EastWest Institute (EWI) is a fiercely independent international policy organization founded in 1980 to help prevent conflict and promote international cooperation in solving seemingly intractable peace and security issues. EWI is known for its record of accomplishments, action bias and results-driven mandate, as well as for its commitment to facilitating cooperation between developing and developed nations.

Basic Purpose and Function:

The Office Administrator provides overall administrative and organizational support in EWI New York Center. S/he supports Finance and HR and assist with all events organized in and/or from EWI Brussels.

Administration:

  • Maintain the office space in general ensuring that it is a clean, safe, and comfortable environment;  
  • Serve as primary greeter of guests and properly handle or filter incoming calls;
  • Coordinate the purchase of supplies for the Brussels office and ensure that the organization receives the highest quality at the lowest possible prices; as well as maintain inventory of office supplies and favorable vendor relations;
  • Manage and oversee the retention and storage of all critical documents and records of the Brussels Office, Manage contracts related to Operations of the Brussels Office  and ensure agreed upon services are met including oversight of the cleaning service vendors;
  • Provide office safety including fire drills, maintaining fire extinguishers and eliminating hazards wherever they may exist;
  • Coordinate the purchase of office furniture as well as any repair work;
  • Plan, coordinate, and execute intra-office moves;
  • Manage the maintenance of all copier equipment as well as the copier paper supplies and ensure minimum down time due to mechanical failure;
  • Establish a strong and positive relationship with the building management and staff, as well as vendors and service providers;
  • Assist the staff with general IT related issues, by coordinating necessary work with outside IT Services Company and IT department in NY office to e.g. report on any issues, to select any technical equipment to be purchased, etc.

Finances – Brussels Office:

  • Serve as the primary contact person to outside accounting and finance service provider to ensure a seamless flow;
  • Handling invoices:  review vendor invoices for accuracy of materials received and charges made, certify correct invoices for payment by providing correct project codes/GL accounts; note and rectify discrepancies; collecting and mailing all the original invoices by post to the outside accounting company once a week
  • Handling petty cash in EUR and USD: processing cash advances and reimbursements’ requests for staff, collecting and filing receipts and expense reports in corresponding folders; preparing cash advance and reimbursement reports for the Director of Brussels office and submitting them for approval to COO; also, responsible for cash withdrawals at bank
  • Franking machine (use, maintenance, order of cartridges, follow up on balance)
  • Monthly reporting to Director of Finance  preparing reports covering financial activities of the office debit card, petty cash for both currencies, franking machine use
  • to review monthly financial information of Regional Security Initiative related projects, monitor trends in expenditures and report to Finance department

HR:

  • Providing assistance to HR in obtaining and extending work permits for non-EU staff, by liaising with the Ministry of Employment, introducing a request, collecting all the necessary documents, and following up with the process;
  • Translation of employment agreements from English into French.
  • Support HR with intern recruiting, research of Labor Regulations and other activities;

Events

  • Assist staff in the planning and execution of EWI’s events or other special Brussels Office events utilizing office or conference room space;
  • Liaise with other team members in other EWI offices to ensure a timely and integrated approach;
  • Coordinate audio/visual equipment and any other additional equipment requirements;
  • Ensure a smooth transition between pre-event planning logistics and the events manager in charge of event;
  • Working with the Events team, manage all events in a timely fashion, professionally and within budget.

Required Qualifications:

  • Bachelor’s degree and 3 years office management including Finance, HR and events experience. Experience in a non-profit organization is a plus;
  • Experienced administrative professional who is dependable and highly organized with business maturity, discretion, enthusiasm, and a positive attitude;
  • Technologically literate with strong computer skills including familiarity with Microsoft Word, Access, Excel and PowerPoint. Strong internet research skills;
  • Strong organizational skills and record keeping. Attention to detail is critical;
  • Cheerful presence and people skills;
  • Strong oral and written communication skills;
  • Self starter who can work independently;
  • Skills in establishing priorities and managing workload; ability to multitask;
  • English and French a must. Other languages are a plus.

The EWI hires staff without regard to race, color, religion, national origin, age, gender, sexual orientation, marital status or disability.

Please apply at www.eastwest.ngo/careers. No third parties and/or phone calls.

EWI follows GDPR. If you have questions regarding our privacy policy please contact us under GDPR@ewi.info

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

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