Administration, Senior Assistant (French-speaking)

European Movement International; Brussel; Sur place; EUR 31 000 - 33 000; Plein temps

Résumé du poste

Red Cross EU Office is seeking an Administration Senior Assistant to provide administrative, financial, logistical and technical support, ensuring the smooth operation of the Brussels office and events. The role covers front desk duties, procurement, IT coordination, travel arrangements and liaison with suppliers, with a permanent contract and a competitive benefits package.

A bachelor degree or equivalent and secretarial experience are required, along with fluency in English and the ability to

Qualifications

• Bachelor degree or equivalent education.
• Secretarial studies or strong equivalent experience.
• 3 years’ secretarial experience or providing general management support.
• Experience with an international organization is desirable.
• Fluency in English (advanced level) and good communication skills.

Responsabilités

• Welcome visitors and maintain visitor logs.
• Screen calls, respond to inquiries and relay messages.
• Procure and manage office supplies and equipment.
• Organize travel arrangements and accommodation bookings.
• Provide administrative support to the Director.
• Coordinate IT setup and AV for meetings and onboard/offboard staff.

Connaissances

English drafting

Customer service

Planning & coordination

Analytical thinking

Multi-tasking

Teamwork

Formation

Bachelor degree

Secretarial studies

Description du poste

BACKGROUND INFORMATION

Founded in 1983, the Red Cross EU Office (RCEU) is a membership office representing the 27 National Red Cross Societies in the EU, the Norwegian Red Cross, the Icelandic Red Cross and the International Federation of Red Cross and Red Crescent Societies (IFRC).

RCEU helps to coordinate relations between its member organisations and EU decision-makers and stakeholders, sharing their extensive expertise in supporting vulnerable people and communities within and outside the EU. Based on our members’ practical insights and technical experience, we promote the dignity and wellbeing of vulnerable people by facilitating and voicing common positions and recommendations towards the EU and Member States. We also monitor European developments that could impact the implementation of our members’ work, as well as supporting them to prepare joint proposals to access EU funding.

For more information, please visit https://redcross.eu/. You can also connect with us via Facebook, Twitter, and LinkedIn.

JOB PURPOSE

Under the supervision of the Support Services Coordinator, the Administration Senior Assistant is responsible for providing administrative, financial, logistical and technical support to the office. The Senior Assistant ensures the smooth functioning of the office and events organized at and by the RCEU office.

KEY RESPONSIBILITIES

Reception and Office work

• Welcome and assist visitors, maintain visitor logs
• Screen incoming phone calls, respond to general inquiries where possible and relay messages to staff
• Sort and distribute incoming mail and deliveries, dispatch outgoing items and order printing materials
• Respond to e-mail inquiries received in generic mailboxes and queries received via the website
• Monitor stock of office kitchen and catering supplies, stationery supplies and assist in procurement-related tasks
• Ensure effective procurement procedures, including purchase requests, Competitive Bid Analysis (CBA) and maintain procurement files
• Maintain an accurate overview of office inventory and ensure all supplies are properly stocked and replenished as needed
• Ensure regular contact with suppliers for good service delivery and value for money and work on issuing or renewing new agreements with suppliers
• Liaise with the building management for office-related support or requests
• Manage and update the list of access badges to the building
• Provide administrative and secretarial support to the Director
• Organise travel arrangements for the office (transportation and accommodation bookings through the travel agency)
• Support accommodation for visitors at the request of the Director
• Be responsible for effective front office management, including reception and events
• Contribute to effective office admin management

Events

• Ensure the successful arrangements of meetings and workshops held at the RCEU Office
• Coordinate arrangements for high-level meetings, including Annual Meetings, with other relevant staff

IT Coordination

• Serve as IT focal point for the RCEU office; provide first-line support and elevate to IFRC IT when needed.
• Ensure proper IT/AV set-up for staff meetings and internal sessions.
• Manage IT onboarding and offboarding processes for new and departing staff, including equipment allocation, first set-up, account creation and tracking.
• Manage the maintenance and inventory of electronic equipment and other office equipment.

Other

• Maintain contact database and distribution lists with the ‘Engagement & Coordination Senior Officer’
• Implement systems and procedures as requested, producing the relevant templates and documents, and providing guidance to colleagues
• Accounting Support: retrieve incoming invoices, review for accuracy and register them in the financial system, disburse petty cash and process cash payments

Duties applicable to all staff:

• Actively work towards the achievement of the Federation/Red Cross EU Office goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager

Lateral relationships:

• Establish and ensure effective working relationships as relevant with the IFRC Geneva and Regional Office for Europe staff.
• Ensure effective working relationships with National Societies where applicable

Confidentiality

• Maintain strict moral confidentiality and do not disclose neither spread any confidential or sensitive information.
• Organise archives of all reports and documents and treat them as confidential material.

CANDIDATE PROFILE

Education

• Bachelor degree or equivalent education degree
• Secretarial studies or strong equivalent experience

Experience

• 3 years ’ secretarial experience or providing general management support
• Experience with an international organization
• Experience with the Red Cross/Red Crescent Movement

Skills

• Proven ability to draft correspondence and documents in English (advanced level)
• Excellent customer service orientation
• Excellent planning and coordination skills, with the ability to organise meetings, manage agendas, and ensure timely follow-up on actions.
• Analytical thinking, judgment and problem‑solving skills
• Ability to multi‑task and work effectively in a multicultural team
• Strong initiative, problem‑solving, and multitasking skills.

Languages

• Fluent in English and French (spoken and written)
• Other EU languages

TERMS AND CONDITIONS

• Permanent contract, subject to Belgian labour legislation (this requires an official registration in Belgium).
• Based in Brussels, Belgium, with occasional travel within Europe.
• Full‑time position of 38 hours per week.
• The gross salary is between EUR 2,800 and EUR 3,000. We further offer an attractive compensation and benefits package.