Office Manager - Brussels, België - PLAN INTERNATIONAL, INC.

Beschrijving

Description de l'entreprise

About Plan International:

Plan International (PI) is a rights-based development and humanitarian organisation working for equality for girls and better lives for all children.

We are independent of government and have no political or religious affiliation. We support children's rights from birth until they reach adulthood. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing all children and especially girls.

We are active in over 80 countries across the world.

The purpose and ambition of the Plan International EU Office (EUO) is to advance children's rights and equality for girls in particular in the EU's external action.

In line with Plan International's Global Strategy, One Million Reasons, and the EUO's 5-year strategy, we contribute to ensuring that 100 million girls learn, lead, decide and thrive.

We work with the EU in its three roles as a donor, policy-maker and promoter of human rights.


Description de la fonction

Purpose of the role:

The purpose of this role is to support the Plan International EU Office by managing and leading its daily operations in accordance with local regulations and the values and objectives of the organisation and by providing efficient financial, human resources and administrative services for the office.

The post holder will consult, cooperate and capitalise on existing organisational strengths, particularly from Plan International Headquarters and Plan International Belgium in the respective areas mentioned above.

Principal Responsibilities:

Reporting to Head of Office of PLAN International EU Office and EU Representative (HoO).


A. PAYROLL AND HUMAN RESOURCES

• Liaise with external providers (including payroll, accountant, insurances and pension) and ensure all staff are registered on joining Plan International EU Office (including assistants with a 'convention d'immersion professionelle') and enrolled in benefits schemes with appropriate records kept;
• Maintain and enter monthly payroll data relating to employees' time, holidays, and overtime information, process staff salaries on a monthly basis;
• Responsible for the control and transfer of the correct information to the payroll external consultant;
• Review and verify completeness and accuracy of various payroll reports including monthend payroll, meal voucher allocation, pension, insurance and taxation reports;
• Maintain accurate and uptodate payroll records, liaising with payroll provider as needed;
• Provide the finance department in Global Hub (GH) with relevant monthly information to prepare accounts;
• Work closely with the Strategic Business Finance Partner on financial performance report
• Set up and securely maintain individual staff files and ensure copies of relevant documentation; (including contract, references, new starter details, emergency contacts, code of conduct signature forms etc.) are kept;
• Refer any substantive HR queries and any matters related to employment law to the HoO; the HR team in GH and the HR team in the Belgian office;
• Research information related to HR at the HoO's demand;
• Support and inform staff on office processes and matters related to salary benefits;
• Supporting the fix staff member's recruitment process;
• Responsible of the newcomers and leavers process for new/old staff members;
• Support on the recruitment process of trainees under the CIP (Bruxelles Formation) modality;
• Update staff members and trainees' data on the different platforms (SDWorx, VIVIUM, Attentia, DKV, ONSS, H.R.I.S, etc.)
• Undertake other HR administrative tasks and related policy development as requested by the HoO;
• Inform the Team on a timely manner information related to HR (Public days, yearly legal indexation, 13th month/holiday bonus payment, etc);
• Ensure the office is compliant with Belgian Health & Safety legislation;
• Undertake other duties as requested by the HoO.

**Description du profil

B. FINANCIAL AND ACCOUNTING

• Organise local procurement of goods and services, check supplier invoices, send invoices to GH and follow up to ensure timely payment;
• Follow up the Y.O.D.A.'s advances (Your Organisation's Data and Analytics) and take the necessary trainings proposed by GH related to her/his tasks;
• Main contact person with providers and GH finance department;
• Inform colleagues on the office procedures;
• Check staff expenses, send them to GH in a timely manner once authorised and ensure payment;
• Responsible for the control and support documents of the office manager Barclaycard and support the Head of Office with her Barclaycard transaction sheet;
• Support Plan International Headquarters in preparing accounts by providing information and