Administration Officer

CETAF - Consortium of European Taxonomic Facilities

Administration Officer

Full Time

CETAF - Consortium of European Taxonomic Facilities

Brussels, Belgium

The CETAF General Secretariat is currently looking for a new Administration Officer to join its team in Brussels!

A bit about CETAF

CETAF is Europe’s network of biological and geological collections-based organizations. Collectively, we are the leading European voice for taxonomy and systematic biology.

The members of our community are natural history museums, botanical gardens and biodiversity research centres from across Europe that hold a wealth of biological and geological collections, including animals, plants, fungi, rocks and genetic resources. The collections of our 71 institutions comprise an estimated 1.5 billion specimens, including over 80% of the world’s described species. This unprecedented resource serves to drive scientific research and public engagement worldwide.

To manage, study and open up these collections, our community brings together a vast array of expertise in scientific research, with over 5000 scientists in 22 countries. At the heart of our work is taxonomy: a science that is fundamental to understanding the biodiversity of the world around us, studying evolutionary processes and reconstructing the history of life on Earth.

The General Secretariat of CETAF is committed to implement the CETAF strategic vision, enable the deployment of our mission and bring the values of the community into the scientific excellence while thus serving to the society to tackle the major challenges we face. We advocate, engage and work closely with other European and international actors to preserve bio and geodiversity in our planet. We participate in projects and initiatives that support scientific research and promote and foster taxonomy as fundamental discipline in support of others such as ecology, genetics or biochemistry. Moreover, applied sciences and industries such as agriculture, forestry, fisheries, eco-tourism and pharmaceutics all rely on taxonomy.

We now look for a new professional to join forces with an international team, diverse, highly motivated and strongly committed based in Brussels, Belgium.

Job brief

A successful Administration Officer (m/f/x) will have two main streams of responsibility: 1) to coordinate, implement and supervise the overall administration of CETAF as a Belgian aisbl, and 2) to carry out the financial, organizational and administrative supervision of the EU-funded projects CETAF is involved in.

If you have previous experience in project administration or have been particularly involved in EU-funded projects (or have held a similar administrative role), we’d like to meet you. We are looking for a highly motivated professional to work with research organizations in the field of environmental sciences within an international context. Ultimately, you should be able to ensure our administrative and financial activities run smoothly on a daily and long-term basis.

Our ideal candidate is very rigorous, precise, and well organized. He or she maintains a professional office environment with due regard to confidentiality and security. A strong computer literacy with good working knowledge of office equipment and office management tools, organizational competences as well as good administration skills are required. The candidate holds a bachelor’s degree. Pro-activeness, compliance, reliability, self-organization, respect for procedures and anticipation are absolutely key. He or she will report directly to the Executive Director.


  • Support the Project Manager and the Project Coordinator in the administrative organizational and financial management of CETAF related projects;
  • Support the CETAF staff members participating in EU-funded projects in complying with administrative and financial requirements;
  • Contribute to ensure compliance with requirements, commitments, and deadlines in the implementation of CETAF related projects;
  • Ensure the efficient implementation of the CETAF related projects, including organization and reporting of meetings, compilation and analysis of documentation, and monitoring of progress;
  • Day-to-day handling of financial and administrative tasks related to CETAF and its projects (e.g. expenses, budgets, invoices), including preparation of reports;
  • Produce required documentation and monitor legal requirements in regard to financial aspects of CETAF as Belgian AISBL;
  • Prepare surveys, reports and presentations with statistical data, as assigned;
  • Organize a filing system for important and confidential company documents;
  • IT support & troubleshooting;
  • Maintain and update company databases;
  • Manage office supplies stock and place orders;
  • Onboarding support for new staff;
  • Answer queries by employees and stakeholders;
  • Channel HR topics with external Social Secretariat;
  • Update and produce office policies as needed;
  • Maintain a company calendar and schedule appointments, including space allocation when needed;
  • Distribute and store correspondence (e.g. letters, emails and packages);
  • Arrange travel and accommodations;
  • Schedule in-house and external events, and collaborate in the organization of such events;
  • Facilitate collaboration with European and international partners including CETAF members, partners, stakeholders and collaborators;
  • Support the Executive Director in the development of tasks.

Main requirements

  • Formal education in a related field (e.g. business, public administration) or equivalent work experience (minimum 5 years);
  • Solid knowledge of office procedures;
  • Experience in financial and administrative reporting, specifically in the context of EU funded projects and ideally regarding Belgian Law;
  • Experience with office management software like MS Office (MS Excel and MS Word, specifically) and databases;
  • Strong computer literacy;
  • Experience with office software in time recording (e.g. Timecamp), survey deployment (Cognito, Google), accounting systems and project management (e.g. Teamwork);
  • Strong organization skills with a problem-solving attitude;
  • Excellent written and verbal communication skills in English. All other European languages, especially French, are a plus;
  • Authorized to work in Belgium.

The ideal candidate will have the following specific competencies:

  • Attention to detail;
  • Service-oriented;
  • Ability to identify problems and provide solutions;
  • Able to work well in an international environment;
  • Well-organized with an eye for detail;
  • Ability to work independently and in a team;
  • Ability to take initiative, prioritize and work under set deadlines;
  • Knowledge of the Belgian legal landscape concerning AISBL is a plus.

Preference will be given to people with:

  • A scientific background or experience in working in a scientific environment;
  • Experience in management of international projects;
  • Training/certifications in project management.

General Conditions

Start date: ASAP

  • Work pattern: Full-time (38 hours per week);
  • Contract: 1 year (renewable);
  • Workplace:
    CETAF General Secretariat
    c/o Royal Belgian Institute for Natural Sciences
    Rue Vautier, 29
    1000 Brussels, Belgium
  • We offer you:
    • Competitive salary;
    • Friendly and dynamic working environment;
    • International team;
    • Travel opportunities.

If interested, please submit your CV and motivation letter (addressed to the CETAF Executive Director, Ana Casino) in English by 18 July 2022, noon. Only shortlisted candidates will be contacted.

For more info on CETAF, please go to:

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Don't forget to mention BrusselsJobs when applying.

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© EuroJobsites 2022

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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