Office and Finance Assistant

Amnesty International; Brussel; Sur place; EUR 32 000 - 52 000; Plein temps

Résumé du poste

Amnesty International’s European Institutions Office in Brussels is hiring an Office and Finance Assistant. You will support the Director and Finance Office Manager, assist with administration, facilities, finance, HR and IT, and act as the first point of contact for visitors.

You will need experience in administrative roles, strong communication, discretion, and the ability to work in English with French and/or Dutch knowledge.

Qualifications

• Experience in an administrative or executive assistant role.
• Ability to handle highly sensitive information with discretion.
• Advanced communication and writing skills.
• Excellent organizational skills to manage time and deadlines.
• Ability to work independently with initiative.
• Calm demeanour under pressure.

Responsabilités

• Support the EIO Director and Finance and Office Manager to ensure effective management of the EIO, including offices in Brussels and Strasbourg.
• Provide administrative support on finance, logistics, facilities, and events, maintaining clear systems and basic technical support.
• Support the maintenance of office infrastructure, facility management and asset management.
• Process invoices, post finance journals, reconcile bank transactions, and assist month-end closing; ensure cash flow is managed.
• Support HR services including recruitment, induction, onboarding and offboarding as needed.
• Provide basic IT user support and printer/password-related assistance.
• Take on ad-hoc tasks to support the team as needed by the Head of the Office.

Connaissances

Administrative support

Advanced communication

Discretion

Organizational skills

Independence

Calm under pressure

Outils

Bookkeeping

Payroll

Office IT support

Description du poste

For over 50 years, Amnesty International have campaigned for human rights wherever justice, freedom and truth are denied. We've reshaped policies, challenged governments and taken corporations to task. In doing so, we've changed thousands of lives for the better. Join Amnesty at our European Institutions Office in Brussels and you will too.

Amnesty International's European Institutions Office coordinates and promotes our advocacy towards decision-makers in the European Union and Council of Europe. With staff based in Brussel and Strasbourg, we work to ensure the European Institutions take tangible action to promote and protect human rights nationally, regionally and globally.

About the Role

The Office and Finance Assistant is key role in the European Institutions Office. It ensures staff work in a safe and secure environment, and that organisational support is provided to ensure the efficient operation of the office's human rights work programme.

Reporting to the Finance and Office Manager (FOM), you will assist the organisational functions of the EIO, including administration, facilities, finance, human resources, and IT. You will provide administrative support to EIO staff, support the day-to-day work of the Director and Finance Office Manager, assist with meetings and events, and serve as the first point of contact for visitors.

About You

With prior experience in an administrative or executive assistant role, you will have excellent multi-tasking and time management skills. You will have experience of monitoring budgets, and an ability to identify budget problems and communicate to the relevant staff.

An advanced communicator, you will have the ability to deal effectively with people in person, through written correspondence, and on the telephone in a polite, sensitive and understanding manner.

You will have experience of providing support and best practice guidance on basic human resources matters and will have professional working knowledge of French and/or Dutch. Day-to-day working language will be English (written and spoken.)

Bookkeeping and payroll experience is an advantage, as is Office IT support or training experience.

Main Responsibilities

• Support the EIO Director and the Finance and Office Manager to ensure the effective and efficient management of the EIO, consisting of an office in Brussels and sublet in Strasbourg.
• Provide administrative support to EIO management and staff on finance, logistics, facilities, and events, maintaining clear administrative and communication systems, including basic technical support.
• Support the maintenance of office infrastructure including facility management, building management, power management, equipment maintenance and asset management.
• Support the Finance and Office Manager by processing incoming/outgoing invoices preparing and posting finance payment journals, bank transactions reconciliation/re-evaluation and financial month end closing and ensuring office cash flow is managed.
• Support the Finance and Office Manager in providing appropriate human resources services when necessary, this may include support with recruitment, induction, onboarding and offboarding of staff.
• Provide basic support for IT systems and user support including connecting to printers, password recovery etc.
• Willingness to take on ad-hoc support tasks, to support team members as deemed appropriate by the Head of the Office.

Skills and Experience

• Experience in an administrative office or executive-level support role.
• Ability to handle highly sensitive information with absolute discretion and professionalism.
• Excellent communication skills, including experience in drafting correspondence and the ability to deal effectively with people in a polite, sensitive and understanding manner.
• Advanced organizational skills to manage time, coordinate calendars, prioritize tasks and meet deadlines.
• Proven ability to work independently and with minimal supervision, using initiative and judgment to develop effective solutions to challenging situations.
• Exercises sound judgement, patience and a calm demeanour when dealing with high pressure situations.

About Us

Amnesty International is a global movement of more than 10 million people who campaign for a world where human rights are enjoyed by all. We reach almost every country in the world.

Our aim is simple: an end to human rights abuses. Independent, international and influential, we campaign for justice, fairness, freedom and truth wherever they're denied. And whether we're applying pressure through powerful research or direct lobbying, mass demonstrations or online campaigning, we're all inspired by hope for a better world. One where human rights are respected and protected by everyone, everywhere.

Benefits

Benefits include 37 days annual leave (inclusive of public holidays and grace days), pension scheme, employee assistance programme, life assurance and many more benefits designed to suit your own personal lifestyle. All of this, in a professional, engaging environment.

For further information on our benefits, please visit https://www.amnesty.org/en/careers/benefits/

N.B. We reserve the right to close a vacancy before the closing date in the event of an overwhelming response or a change in business priorities, therefore we recommend you apply now if you are interested.

Commitment to Diversity, Equity & Inclusion

Amnesty International believes in a world that is fair, inclusive and equitable. Together, we're committed to being an anti-racist organisation with a diverse workforce that can better tackle the global human rights challenges that face our world today. We know that different voices, ideas, perspectives, experiences and knowledge, working together will enable us to better the lives of people around the world.

We are committed to building and sustaining an anti-racist, culturally diverse and inclusive organisation, where all employees feel valued, have a sense of belonging and an equal opportunity to fulfil their potential. We therefore strongly welcome applications from suitably qualified people regardless of their background; including underrepresented groups, LGBTQI+ individuals and those who may have or are living with a disability.

Amnesty International is committed to being an inclusive employer and providing an inclusive and accessible recruitment process for all. If you would like to receive any information in a different way or would like us to do anything differently to help you apply for our roles, please get in touch with the team by [e-mail].