Office Manager

Office Manager

Plan International EU Office

Brussels, Belgium

Duration: Open term Belgian contract
Preferred starting date: 1st July 2021.
Reporting to: Serap Altinisik, Head of Office and EU Representative
Status: CDI. Part-time 80% (5 days/week, 30 hrs.)
Net Salary: A competitive salary based on experience is available for this position.

Plan International is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We strongly encourage women, minorities, individuals with disabilities or members of other underrepresented groups to apply. In addition, if you do not meet all the requirements and are very interested in the position, you can still apply by letting us know what you would bring to the work of Plan International.

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 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 will 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.

Role Specification

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.

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

Key Accountabilities

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 month-end payroll, meal voucher allocation, pension, insurance and taxation reports;
• Maintain accurate and up-to-date payroll records, liaising with payroll provider as needed; provide Global Hub (GH) with relevant monthly information to prepare accounts;
• 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;
• 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.

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 answering queries as needed;
• Follow up transactions in the office KBC bank account;
• Follow up of Intercompany’s. Intercompany’s are transaction documents internal to PI, the main type used in the EU Office are recharge/credit invoices and salary charges;
• Follow up of the office budget and regularly provide updated information to the HoO;
• Support the Head of Office in preparing the annual budget and budget forecasts, as well as any project budgets as necessary.

C. FRONT OFFICE

• Ensure the efficient day-to-day running of the office systems, supplies, premises and equipment;
• Create and maintain accurate and up-to-date computerised records; process incoming and outgoing correspondence and respond to enquiries, referring these to other staff, elsewhere within Plan International or externally as appropriate;
• Ensure all logistics and travel bookings are in compliance with Plan International rules. Main contact with the travel agency;
• Control/creates the service contracts when necessary;
• First contact person with the BNO and GH IT support;
• General administrative support: greet visitors, handle incoming calls and perform general administrative duties;
• Support on the meetings’ logistics including looking for facilitators, venues and catering options;
• Support the organisations of trainings for the staff;
• Support the organisation of the Board Meetings (twice a year);
• Carry out all activities with full regard to PLAN International policies on diversity, gender equality and equal opportunities;
• Endure that the office follows up the COVID 19 Belgian measures as long as it is necessary.

Selection Criteria – Commitment to Plan International values and purpose

Qualifications

• 3-4 years of recent professional experience in a similar role: office manager, HR officer, office administrator, accounting and finance officer;
• At least 2 years of practical work experience related Human Resources and Budget administration;
• Experience in a multicultural environment is an asset;
• Ability to maintain high level of confidentiality;
• Ability to communicate fluently in both languages English and French (speaking and writing);
• Further language skills are considered a strong asset.

Knowledge and skills

• Up-to-date knowledge of Belgian employment legislation;
• Relevant qualification in office management, in particular financial management, is essential;
• Advanced knowledge of computer applications (MS-Word, Excel, PowerPoint, Outlook, Teams, Sharepoint, etc.);
• Familiarity with SAP is an advantage;
• HRIS, Human Resources Internal System, knowledge is an asset. Also known as SAP SuccessFactors, this system supports HR processes such as performance and goal-setting, recruiting, and learning;
• Strong oral and written communication skills;
• Ability to manage multiple demands and priorities;
• Excellent customer service and interpersonal skills;
• Ability to maintain a high degree of professionalism in all circumstances;
• Ability to look forward, anticipate needs, and plan accordingly;
• Experience in researching and analysing information and make recommendations;
• Pro-active and solutions-oriented;
• Ability to establish and sustain interpersonal and professional relationships with Plan International staff in overseas offices, in donor organisations and in peer organisations;
• Ability to establish and sustain professional relations with providers;
• Knowledge of different theories on inclusion and diversity in human resources is an asset;
• Desire to grow in one’s professional role.

Personal Attributes

• Demonstrates integrity and respect;
• Service oriented;
• Working effectively with other and networking;
• Intercultural sensitivity;
• Positive behaviour;
• Stress resistant;
• Work is accurate and timely;
• Capable to work decentralised, autonomous, self-organised and pro-active;
• Capable to motivate colleagues and team members, to provide them with professional advice and guidance;
• Strong problem solving skills;
• Flexible, open for new approaches and ideas and readiness to address them in a creative and innovative manner.

WORKING CONDITIONS

Based in: Brussels, Belgium (Plan International EU Office, Galerie Revenstein 27, 3rd floor.)
Duration: CDI (Belgian fixed term contract)
Status: Part-time 80% (5 days = 30 hrs./week)
Salary: Based on experience
Benefits: 20 legal holidays + 4 PLAN holidays, pension scheme, life insurance cover, hospitalisation, dental and outpatient cover, meal vouchers, work-related public transport costs
Travel: Yes, travel might be necessary depending on need, within or outside Europe, including to projects.

How to Apply

If you meet the skills requirements above and are interested in applying for this post, please send your CV (no Europass) and cover letter (no longer than 2 pages) in English to [email protected] with “Application: Office Manager” in the subject.

Deadline for applications is the Sunday 6^th June 2021 at 23:59, Local Time in Brussels, Belgium.

Interviews will most probably take place on the 10 and 11 June 2021.

Applications received after the deadline will not be reviewed. If you do not hear back from us until 21 of June, unfortunately your application has been not considered.

Therefore, please note that only shortlisted candidates will be contacted.

Visa/passport requirements: the candidate must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People Policy. Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with. Plan International believes that it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.