VACANCY: OFFICE MANAGER

PICUM Office, Brussels
Deadline: 25 May 2018

PICUM exists because all human beings should be treated equally and with dignity, irrespective of their migration status.

Founded as an initiative of frontline organisations and professionals to mobilise support for undocumented migrants at the European and International level, PICUM promotes recognition of their fundamental rights within the development of policies that affect them. Representing a large network of civil society and professional actors, PICUM seeks to guarantee dignity, equality and non-discrimination for undocumented migrants by increasing awareness and realisation of their rights.

Position Summary

PICUM is seeking a qualified Office Manager for its office in Brussels, Belgium. This is a key post in the organisation, responsible for the smooth day-to-day running of the office, and providing professional, efficient administration to support our ten-person team, Executive Committee and broader membership. The Office Manager will report to, and work closely alongside, PICUM’s Financial Director and Deputy Director.

We are looking for a motivated individual with a proven track record in office management. To thrive in this role, you will need to work independently, communicate well and be well organised. The overall objective of the position is to ensure an effective, secure and productive working environment.

Main Responsibilities:

Office Management

  • Day-to-day office management, answering phones, filing documentation and third-party contracts, agreements, records management etc.;
  • Work to ensure the effective use of human resources policies and procedures, including overseeing the recruitment (posting, shortlisting, setting up interviews) and general induction of staff and trainees;
  • Willingness to take on ad-hoc administrative tasks to support team members as appropriate;
  • Dealing with general enquiries from members, partner organisations and supporters received by telephone, email and face to face;

Administration

  • Responsible for maintenance of office calendar, meeting requests and set up, correspondence and phone communication for PICUM Director;
  • Make detailed travel arrangements for staff to include arranging itineraries, visas, accommodation, cash advances, submitting expenses, and other arrangements;
  • Work closely with the Financial Director, providing ongoing administrative support related to budgeting, finances, online payments and transactions, as well as serving as a secondary support for PICUM’s accounting system.
  • Archive and follow up administrative documents (budget, estimates, invoices, consent forms), maintain and organise up-to-date archiving (hard copy, electronic), managing signatures of documents, etc;
  • Draft documents (letters, updates) and other administrative tasks as required (document printing, scanning, etc.);
  • Develop and maintain paper and electronic filing and information systems, and provide archiving support to the team in line with funders’ requirements (document scanning, physical archiving, inventory etc.);
  • Manage PICUM’s contact database to ensure that it is accurate and complies with any legal or data protection policies;
  • Oversee the practical management of PICUM’s volunteer translators, responding to calls of interest, updating contact information etc;

Governance

  • Administration of PICUM’s membership procedures and rules; oversee applications, resignations and suspensions; manage membership database; and report to board and general assembly;
  • Organise and administer internal meetings (General Assembly, Board, Management Committee and weekly staff meetings) including the preparation and distribution of agenda and supporting documentation, taking minutes and monitoring the fulfilment of all action points;

Meetings and Events:

  • Responsible for managing the logistics of external events (meeting room booking and preparation, catering, technical settings, preparation and distribution of documents, booking travel and accommodation, other general assistance), and coordinating with staff and members for the logistical organisation;
  • Organise the agendas, background documentation and take minutes for other meetings as requested;

Skills and qualifications:

Essential

  • At least four years’ experience in an office management role;
  • Proactive, efficient and motivated team player who is flexible, and able to prioritise workload;
  • Outstanding organisational skills with the ability to work independently in a dynamic international environment;
  • Self-motivated, responsible and committed, possessing maturity, patience and understanding;
  • Experience with budgets and budget management;
  • Languages: Fluency in English, with working level knowledge of French. Spanish (PICUM’s third working language) as well as any other languages an asset;
  • Advanced MS Office skills (especially Excel, Outlook);
  • Ability to summarise information and produce accurate, well-written minutes and reports in English;
  • Committed to non-discrimination and equal opportunities for undocumented migrants;
  • Solid technical skills, including setting up conference calls.

Desirable

  • Experience working with EU funds;
  • Experience with accounting software (Winbooks or others);
  • Experience with CRM (Customer Relationship Management) systems
  • Experience of working or volunteering in the non-profit sector.

What PICUM can offer  

  • Full time position (37.5 hours/week) with an unlimited term contract;
  • Salary according to the wage scales of the Flemish non-profit sector (PC 329 barema B1a), approximately € 2,800 gross per month (based on four-years’ experience);
  • Conditions are according to Belgian legislation, including the legal ability to live and work in Belgium;
  • Meal vouchers, hospitalisation insurance, and thirteenth month also provided;
  • Weekly fresh bio fruit basket for the whole team.

To apply

  • Please send an application form (download it here) in English by 9:00 CET (Central European Time) Friday, 25 May 2018 to the email address: recruitment@picum.org
  • Please note that only completed application forms will be accepted (not CVs or cover letters), and only by email (not by post).
  • Two rounds of interviews will take place in Brussels between the 6-13 June 2018
  • Preferred starting date: Monday 16 July 2018.
  • We urge all candidates to please read the person specification carefully and ensure they meet the essential criteria before applying.
  • PICUM is an equal opportunities employer. People from communities that traditionally experience discrimination on the basis of race, ethnicity or immigration status; women; people with disabilities; and LGBTQ+ people are especially encouraged to apply.
  • Due to the large number of applications, we regret that only short-listed applicants will be contacted.

 

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