Office Manager - Brussels, België - European Cyclists' Federation

European Cyclists' Federation

Geverifieerd bedrijf

Brussels, België

1 week geleden

Geplaatst door:

Sophie Dubois

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Beschrijving

ECF is looking for a motivated Office Manager to join its team in Brussels.

About the European Cyclists' Federation (ECF):

We are the single European umbrella federation of member-based
civil society organisations advocating and working for
more and better cycling.
We promote cycling as a
sustainable and healthy
means of transport and leisure.
With nearly 70 member organisations from over 40 countries, we
harness the power of European cycling movements as the only voice at the panEuropean level.
We are based in Brussels and our roots are in Europe, but the challenges we face are
global, and we are ready to meet them as the
world's largest and bestknown cyclists' advocacy organisation.

The role

ECF is looking for an experienced, motivated and friendly Office Manager who wants to be part of our mission to achieve more and better cycling for all.

The Office Manager plays a crucial role at the very heart of our organisation in Brussels, ensuring the smooth and efficient running of our operations, from general office management to human resources, finance and IT.

The Office Manager is supported by a Finance and Grants Officer as well as by external service providers for payroll, accounting and IT services.

The role-holder works closely with, and reports to, the CEO and is an integral member of ECF's Management Group.

Given the nature of the duties and the organisational need for onsite presence on most days, this role is largely office-based at our location near Place Madou in Brussels, with flexibility to occasionally work from home.

Key responsibilities

Office Management

Overseeing general office operations
Supporting the design and implementation of office and organisational policies, standards and procedures
Managing office supplies and equipment and the office management budget
Preparing internal and external meetings, including reserving meeting rooms and catering and greeting visitors
Handling ingoing/outgoing mail and deliveries
Preparing legal notices for the _Moniteur Belge_ and various authorities
Overseeing our relationships with external suppliers and service providers
Managing IT support with the assistance of an external IT company
Liaise with the building management to ensure employees' health, safety and wellbeing, the adherence to sustainable practices, and to manage routine repairs and maintenance in the office

Human Resources (HR)

Serving as first point of contact for staff on HR matters
Preparing and managing employee and other HR files and contracts
Managing the employee induction process
Overseeing the staff time recording procedures, including ensuring compliance with internal policies and funders' requirements as well as with all relevant labour laws
Preparing payroll for processing by the external social secretariat
Supporting timely and effective internal communications
Coordinating training and development plans and activities
Managing and supporting recruitment activities
Overseeing the annual objectivesbased appraisal process
Supporting a healthy and happy working environment and culture for ECF staff and interns

Finance and Accounting

Linemanaging the Finance and Grants Officer
Working with the Finance and Grants Officer, Projects team, external accountants and others, preparing regular and annual financial reports and analyses as required for the CEO, Board and budget holders
Overseeing and ensuring compliance with agreed processes and procedures relating to invoicing, payments, reimbursement of expenses, etc.
Overseeing the annual closing, auditing and financial reporting process for the association
Overseeing the annual budgeting process and monitoring performance against budget

Executive Support

Highlevel diary management for the CEO, to include arranging meetings and occasionally coordinating complex travel arrangements

Academic background

Minimum of a Bachelor's degree or equivalent experience in a relevant field such as accounting, administration, human resources or office management.

Professional background

At least 35 years of experience in office management or administration/operations
Experience with accounting and controlling
Experience with HR administration
Experience of managing staff and/or interns
Experience with creating and managing budgets
Experience with/knowledge of recruitment practices

Skills