Administrative Assistant

Victim Support Europe

Administrative Assistant

Victim Support Europe

Brussels, Belgium

Job Detail

Recruitment of a full-time Administrative Assistant.

Victim Support Europe (VSE) is the leading Europe-wide umbrella organisation for victims of crime. It is a dynamic organisation, going through an exciting period of expansion and development. It currently consists of 55 organisations from 30 countries.

VSE advocates on behalf of victims, to make sure that throughout Europe all victims of crimes’ needs are respected and their rights recognised. The organisation aims to ensure that every victim in Europe is able to access information and support services in the aftermath of crime, regardless of where the victim lives or where the crime took place.

VSE is currently looking for a full time Administrative Assistant. The candidate should have at least three years of relevant professional experience. The incumbent will be responsible for the efficient and effective operation of VSE’s office and Executive Board. Duties include supporting general operations of VSE’s office, ensuring smooth operations of the VSE Executive Board and providing support to the management team.

The post holder will report directly to the Executive Director whilst working closely with the other staff members. The post will be based in our head office in Brussels but travel will occasionally be required.

Key responsibilities

Perform a variety of administrative duties including:

  • General co-ordination and support to the office such as answering and directing phone calls, managing post, greeting visitors, accepting deliveries, office maintenance issues etc.;
  • Write correspondence memos, letters, and forms;
  • Organise and schedule appointments, and maintain calendar for appointments, calls, meetings, key projects and follow-up tracking;
  • Coordinate travel arrangements and travel itinerary and portfolio;
  • Manage office supplies and research new deals and suppliers;
  • Develop and maintain a filing system in compliance with data protection rules;
  • Co-ordinate meetings including compilation of materials, conference room set-up, beverage/food, take detailed minutes etc.;
  • Assist in the preparation of regularly scheduled reports;
  • Act as the point of contact for internal and external clients and process new membership applications;
  • Maintain and update VSE databases;
  • Submit official documents in a timely and complete manner;
  • Support the preparation of VSE events.

Assist with HR administration activities such as:

  • Maintain job descriptions;
  • Post positions and external advertising;
  • Update organisation charts;
  • Support logistical aspects of the recruitment and induction process;
  • Collect and tracks staff presence sheets.

Carry out additional administrative tasks as requested.

Skills & Experience

General requirements

  • High School diploma or its equivalent required. Minimum of three years of relevant experience, or the combination of education and experience required;
  • Applicants must have the legal right to work in the EU. VSE cannot assist non-EU Nationals to obtain a work permit or help with relocation costs.

Personal and Technical Skills

  • High level of communication skills:
    • Fluent oral and written skills in English;
    • Good level of French language. Knowledge of another EU language is an advantage;
    • Excellent report writing and drafting skills.
  • Excellent interpersonal skills:
    • Ability to work well as part of a team;
    • Tactful, diplomatic and non-judgmental;
    • Ability to relate to people in all situations;
    • Empathic and able to relate to victims, staff, volunteers, members and the public at all levels, responding in a courteous and professional manner;
    • Interest, flexibility and ability to work with professionals from around the world and occasionally travel.
  • Highly level of organisational skills:
    • Ability to plan, manage and deliver to deadlines;
    • Ability to prioritise workload and meet deadlines whilst having a strong attention to detail;
    • Ability to multi-task and work independently;
    • Proactive with strong problem solving skills.
  • Experience organising events and meetings, in particular with the EU institutions, experience working in the NGO sector, and experience in web management is an advantage.

Terms of the contract

The position is based in VSE’s head office in Brussels.

The selected candidate will be offered a permanent full-time contract (38 hours/week).

Desired starting date of assignment: March 2019.

Gross salary: In the range between 1800 and 2100 euros plus benefits, depending on skills and experience.

Application

The application should include a motivation letter outlining

  • why the applicant wants the job;
  • what special attributes the applicant would bring to the job;
  • what skills, knowledge and experience the applicant has which are transferrable to this position.

The application should also include a CV as well as any other relevant information. A minimum of two references that may be contacted during the recruitment process should be mentioned.

Please send your application only electronically to recruitment@victimsupporteurope.eu.

The deadline for sending applications is 23 January 2019.

Shortlisted candidates will be required to complete an online test before interviewing.

The first round of interviews will take place in the week of 11 February 2019. A second round of interviews, if necessary, will take place the same week or the following week.

Please note that only short-listed applicants will be contacted. Travel costs for interviews in Brussels will not be reimbursed. Online interviews will be organised for candidates who are not able to attend the interview in person.

We are committed to being a diverse and inclusive workplace which is why people from communities that experience discrimination on the basis of race, ethnicity, (cultural) background, people with disabilities; and LGBTQ+ people are welcomed to apply. Please note, however, that our building is currently not wheelchair accessible.

A social media background check is a part of the selection procedure.

Don't forget to mention BrusselsJobs when applying.

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© EuroJobsites 2019

EuroJobsites is a UK 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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