Office Manager

ECL - Association of European Cancer Leagues

Office Manager

Part- or Full-Time

ECL - Association of European Cancer Leagues

Brussels, Belgium

Are you a dynamic and positive person looking to be an important member of a small team?

The Association of European Cancer Leagues (ECL), a pan-European NGO, has an immediate vacancy for a part- or full-time Office Manager. You will support the ECL Secretariat and Board, and work with the ECL Treasurer, external Accountant and Auditor to ensure that we meet financial, administrative and HR legal requirements:

  • Manage the office, HR and other administrative matters; and
  • Perform tasks related to the financial and accounting requirements for our small NGO, especially related to adhering to and reporting back on EU-funded activities.

Administrative and Communications Responsibilities

  • Ensure that ECL complies with legal requirements as a non-profit (ASBL);
  • Manage services provided by suppliers (office rental, office and equipment maintenance, internet, supplies, etc.) and keep all contract files updated, ensure procurement procedures are followed, manage general office insurances and files updated;
  • Organise meeting logistics, such as printing agendas, registering participants, organising travel and accommodation for staff and speakers, and arranging for catering;
  • Manage telephone calls and incoming mail, emails and any external requests, ensuring appropriate distribution and follow-up in a timely manner;
  • Produce monthly newsletters from information from staff, members, EU news and external organisations;
  • Ensure on a daily basis that the ECL homepage is up-to-date;
  • Contribute to editing the ECL website and social media dissemination; and
  • Perform other duties as needed, such as handling reimbursements, meeting reports, and other administrative tasks to support other colleagues.

Financial Responsibilities

  • Prepare and monitor financial reporting and requirements for EU funds;
  • Track income and expenditure on a weekly basis;
  • Issue invoices and follow up with members in a timely manner;
  • Keep track of and pay bills;
  • Manage reimbursements to staff and meeting participants;
  • Prepare quarterly reports to Treasurer;
  • Prepare budgets and other financial reports to Board;
  • Present financial situation to Board and General Assembly;
  • Liaise closely with Board Treasurer, external Auditor and external Accountant;
  • Advise Board and staff on financial matters;
  • Prepare quarterly finance reports, including budget vs actuals; and
  • Liaise with bank.

HR Responsibilities

  • Ensure that ECL complies with Belgian HR policies, procedures and all legal requirements, including ensuring that HR staff regulations and policies are up to date;
  • Prepare employment contracts and facilitate employee changes including supporting staff recruitment;
  • Manage payroll and ensure that staff are enrolled in compulsory Belgium benefits, fiscal and social plans; and
  • Ensure that employee files and data are accurate.

Required Qualifications:

  • Organised and attention to detail;
  • Fluent in spoken and written French AND English;
  • Formal education in a related field;
  • Experienced working in the European context;
  • Some experience in financial reporting for EU-funded projects;
  • Available to travel at least once a year to our General Assembly meeting in Europe;
  • Excellent PC skills;
  • Excellent communication skills; and
  • Authorised to work in Belgium.

Highly Desirable:

  • Fluency in Dutch (Flemish);
  • Specialised degree or certificate in accounting and/or administration;
  • Experience with Sage BOB50.

Terms of Employment: Salary offered will commensurate with experience. Office is in 1030 Brussels. Starting date: ASAP

Forward your application by 14 February 2020 with the following (applications with missing information will not be considered):

  1. Cover letter on your a) motivations, b) qualifications, c) preference for % time, and d) salary requirement (no more than one A4 page);
  2. Full curriculum vitae with 3 professional references.

Applications with missing information will not be considered.

Short-listed candidates will be invited for interviews week of 23 February, subject to Board availability. ECL is a smoke-free workplace, compliant with Belgian regulations.

Please forward your application by e-mail: Director(at)europeancancerleagues.org (no telephone calls accepted).

Don't forget to mention EuroBrussels when applying.

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© EuroJobsites 2020

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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