HR & Administration Officer

We are looking for a highly organised, proactive, and detail-oriented HR & Administration Officer to join our young, international, and dynamic team.

In this role, you will oversee the day-to-day administrative operations of the Federation, working with an external accountant to ensure the smooth and efficient management of administrative and financial processes. You will also support the Secretariat with HR and office management tasks. You will act as a key point of contact between FEAD members and the Secretariat, ensuring smooth communication and coordination.

FEAD is a Brussels based international association, representing the private waste and resource management industry across Europe. For more information about FEAD and our work please visit our website: https://fead.be/

Main tasks and responsibilities

• Manage and regularly update expenses through the dedicated accounting platform, in coordination with the external accountant;
• Issue invoices, monitor payments, and manage membership fees and related follow-up;
• Maintain smooth communication with FEAD members, respond to enquiries, and provide administrative support as needed;
• Manage staff absences, payroll administration, and employee benefits in coordination with external social secretariats;
• Prepare, draft, and issue HR-related documents, and ensure that staff records and information are kept accurate and up to date;
• Support recruitment activities, including the organisation of interviews and the onboarding and offboarding of employees and trainees;
• Manage the general info email inbox and ensure requests are directed to the appropriate team members in a timely manner;
• Oversee the day-to-day management of the office, acting as the main contact point for staff and external service providers;
• Maintain office spaces and administrative systems, including correspondence, filing systems, and internal records;
• Manage office and IT equipment, monitor supplies and inventories, and maintain accurate asset logs;
• Coordinate with external IT service providers regarding equipment, technical support, and office IT needs;
• Organise logistics and administrative arrangements for internal and external meetings, events, and workshops, including venue booking and catering;
• Manage mailing lists, databases, document filing systems, and administrative processes related to contracts with suppliers, experts, and service providers;
• Support the Secretariat in ensuring compliance with relevant Belgian and EU legislation, administrative obligations, and internal procedures.

Candidate profile

• Bachelor’s degree or equivalent qualification in Human Resources, Business Administration, Office Management, or a related field;
• Minimum 3 years of relevant professional experience in HR, administration, office management, or a similar role preferably in a European association or NGO;
• Excellent knowledge of English and French (oral and written); additional EU languages are an asset;
• Excellent organisational skills and ability to manage multiple tasks and priorities simultaneously;
• Strong attention to detail, reliability, and problem-solving skills;
• Ability to work independently while also contributing effectively to a small and dynamic team;
• Excellent interpersonal and communication skills, with a service-oriented and proactive approach;
• Experience in coordinating administrative and HR processes, including payroll follow-up and staff administration;
• Good understanding of office management procedures and administrative practices;
• High proficiency in Microsoft Office tools (especially Outlook and Excel) and ability to work with online management platforms and databases;
• Flexibility, discretion, and ability to handle confidential information appropriately.
• Right to work in Belgium is required.

What we offer

We offer a one-year Belgian part-time contract (80%), with the possibility of extension based on performance. A competitive salary will be offered and paid 13.92 times per year, with the exact level determined according to skills and relevant professional experience.

The position includes an attractive benefits package, including meal vouchers, pension scheme, 13th month salary, hospitalisation and complementary health insurance, public transport reimbursement, eco-cheques, and additional holidays.

You will join a young, dynamic, and international team committed to sustainability and circular economy, where you will play a central role in supporting the smooth functioning of the Federation and contributing to an efficient, collaborative, and positive working environment.