Vacancies

Office Manager & Events Support

 

JOB description

EENA is looking for an Office Manager who will be responsible for organising all administrative and logistics activities that facilitate the smooth running of the office. He/she will also support EENA Events Coordinator in the framework of EENA events organisation.

The position is multidisciplinary and requires flexibility and adaptation to a rather small but quickly growing NGO environment.

Missions & Responsibilities


Office logistics & administrative tasks

  • Recording office and events expenditures e.g. using Expensify to track receipts/invoices
  • Organising the office layout and maintaining supplies of stationery and equipment;
  • Maintaining the condition of the office and arranging for necessary repairs;
  • Making payments to our suppliers
  • Encoding contacts in our CRM (Efficy)
  • EP badges renewals and similar tasks

Invoicing and accountancy

  • Raising invoices
  • Making sure EENA gets paid
  • Arranging financial paperwork of the office e.g. preparation of all documentation for the accountant

Staff support

  • Booking flights, hotel rooms, taxis, restaurants…etc
  • Responding to telephone and pro-actively providing information when basic request. Liaising with relevant EENA staff when more complex requests, decision making needed, …etc
  • Training (basic tools used at EENA) of new staff;

Meetings/Webinars

  • Scheduling team update meetings, setting up the meeting room and taking notes
  • Setting up the meeting room when meetings scheduled at the office
  • Welcoming guests coming at the office
  • Supporting colleagues in organising and managing webinars e.g. launching webinars, logistic support before, during, after the webinar

Events support

  • Supporting the Events Coordinator all along the events organisation process.

Expectations/Objectives

  • Improve management of administrative activities and logistics
  • Be the support person on whom EENA staff can rely
  • Contribute to well-being and happiness at the office

Profile

  • Fluent in French and English;
  • Very organised & strong attention to details;
  • Highly reliable;
  • Business with people oriented;
  • Eager to continuously learn;
  • IT skills: Strong proficiency in Microsoft Office applications (Excel, Word, Outlook…etc); Experienced use of Customers Relationships Management tools; Strong interest in IT in general a plus;
  • Accountancy skills;
  • Committed to the objectives of EENA and citizens’ rights;
  • Based in Brussels;

Offer

  • Start in July/August 2017
  • 6-month contract that will lead to a permanent contract depending on performance;
  • Package to be discussed depending on experience and profile. Includes” tickets restaurant”, mobile phone contract, EENA credit card, DKV full insurance (including hospitalisation + combo “ambulatoire” & “dentaire”);
  • Office hours are Monday to Friday, 9.30 am to 6.00 pm.

Application Process

Applications (CV + cover letter) should be sent to Jérôme PÂRIS (jp@eena.org) by the 5th June.

Due to the expected high number of applications, please note that only short-listed candidates will be contacted between 12th and 16th June for a first round of interviews to be held between 19th and 30th June.

 


 

Contact:

Jérôme PARIS
Managing Director

E: jp@eena.org