Job vacancy: Part-time Administrative Officer (+/- 19hours/week)

18 January 2024

The Position

OEE is seeking an Administrative Officer to manage the administrative functions of the office and support our team of Policy, Communications and Projects professionals. The Administrative Officer is responsible for their own areas – mostly HR and accounting – and assists the rest of the team with a focus on the administrative tasks of the association.

The Administrative Officer works with support from the CEO on accounting and HR, and in collaboration with the other members of the team depending on the task at hand.

Responsibilities

 

Human Resources  

 

  • > Main contact person for OEE’s Social Secretariat (Partena) – holidays reporting, handling of payslips, etc.

 

  • > Administrative setup for arrival/departure of staff (Partena, Dimona, Pension, Insurance etc.)

 

  • > Organising team events or activities

 

  • > Ordering ‘Tickets restaurant’ and other staff benefits

 

 

Accounting

 

  • > Uploading supplier invoices into accounting system – around 30/month

 

  • >Creating new supplier and verifying bank accounts

 

  • > Preparing invoice payment lists and SEPA files for CEO approval

 

  • > Helping Membership Manager with outgoing invoices (to members, once per year)

 

 

Administrative processes

 

  • > Belgian and EU administrative processes where necessary (Moniteur Belge, EU Parliament…)

 

  • > Handling of mail (incl. registered letters)

 

  • > Office supplies management

 

 

Support to the rest of the team where need arises, e.g.:

 

  • > Contact suppliers for quotes

 

  • > Book group travel for events

 

  • > Support setting up events

 

  • > Organise deliveries to and from events

 

  • > Clean-up contact database

 

And most importantly, keep up the chocolate supply in the office!

 

 

How to apply – by Wednesday 31 January COB

 

Send CV and motivation letter addressed to Rémi Gruet at info@oceanenergy.eu

 

 

Qualifications

 

  • > Mandatory: Proficiency in office management software like MS Office (MS Excel, Word, Powerpoint specifically).

 

  • > Mandatory: Excellent oral and written English (proven)

 

  • > Mandatory: Excellent oral and written French or Dutch

 

  • > Mandatory: 2 years of experience in a relevant office position

 

 

  • > Asset: Experience in accounting or HR or both

 

  • > Asset: Experience as administrative manager

 

  • > Asset: Experience with accounting software

 

 

Profile

 

  • > Solutions-oriented: able to always find some solution to a given issue

 

  • > Service-oriented: willing to support a team of colleagues and deal with suppliers as partners

 

  • > Eye for details: making sure finance and administrative requirements are met

 

  • > Personable: can quickly establish good relationships; a team-player who is sharing and caring

 

  • > Motivated: enthusiastic about the ocean energy sector and renewable energies; keen to understand the industry’s technological, commercial and financial needs

 

We assume all candidates will be able to prioritise, work under pressure, on budget and to tight deadlines, have an eye for detail, etc…

 

Conditions

 

Ocean Energy Europe offers an attractive salary and benefits package under Belgian law.

  • > Half-time (ca. 19 hours/week) position – best suited to someone having other activities alongside this position

 

  • > 2-year fixed term contract – ulterior unlimited contract possible depending on team evolution

 

  • > Based in Brussels at OEE offices

 

  • > Teleworking possible 2-3 days a week

 

Start: As soon as possible