EPHA is recruiting an Administrator for its Brussels based Secretariat.
The role of the Administrator:
To contribute to the effective and efficient administration of EPHA. Specifically, to manage the day-to-day administration and finance system of the EPHA office in Brussels and to provide support for the other NGOs sharing the office facilities.
Specific tasks:
Information
act as first point of contact for telephone communications
respond to queries from the general public and from member organisations
process membership applications and maintain up-to-date files on all EPHA member organisations
assist in the maintenance of EPHA websites (uploading documents and articles)
handle EPHA correspondence (fax, e-mail and letters)
manage electronic and paper filing systems.
Finance
manage the relationship with key suppliers
register invoices as they arrrive, verify the expenses and arrange authorisation of expenditure
process and make payments via electronic banking
checking and filing bank statements
update monthly financial overviews
manage the office’s petty cash
work in close cooperation with the EPHA accountant and auditor.
HR and facilities
liaise with the Social Secretariat (Securex) including keeping records on holidays/sickness, handling luncheon vouchers, preparing information for monthly salary calculations and payslips
support for recruitment e.g; publishing job adverts, processing all responses and arranging interviews
maintain the office environment through liaison with the landlord on safety, security and repairs to the building
ensure maintainance of office computer network, telephone system and equipment (printers, photocopier, fire alarms etc) through the relevant list of suppliers
manage office and kitchen supplies
Support for EPHA activities
support for EPHA meetings through preparation of materials (badges, information packs, lists of participants etc), logistics (catering, technical requirements)
support for the EPHA Executive committee including logistics and minutes of telephone conferences and meetings
filing of EPHA administrative documents such as accounts and statutes with the Belgian authorities
organise travel arrangements and accommodation as needed
assist with arranging appointments and telephone conferences
help receive and host visitors
maintain and develop databases
assist with ongoing EPHA projects and activities
Required abilities and skills:
Knowledge of Belgian administrative systems and requirements
Strong interpersonal skills, and ability to work well as part of a team
Excellent written and verbal communication capacities
Organisational and administrative skills
At least 1 year of relevant experience
Time-management skills and ability to prioritise
Good organiser and problem-solver
Numerate; experience of book-keeping principles and processes
Ability to use own initiative and to act with discretion
Familiarity and fluency in using a computer including proficiency in standard office software packages
Languages (Fluent written and spoken English + French. Any others an advantage)
A commitment to the goals and mission statement of EPHA
Terms and conditions:
A permanent employment contract according to Belgian law. There will be a 6 month trial period. The selection process will include oral interviews and written tests.
Gross salary is 1850 Euros per month, based on a 12 month system. This post is open to flexible working or part-time.
Place: Brussels
Starting Date: as soon as possible
How to apply:
Please send a CV and a motivation letter detailing your qualifications and why you want to work with EPHA to jobs@epha.org.
Written contact only. No telephone calls please.
DEADLINE: 26 January 2005
