Administrative Officer

Background

Eurogroup for Animals is the Brussels-based European umbrella advocacy organisation, representing more than 70 national and international members across Europe and beyond. Together we provide a voice for the billions of animals kept in laboratories, farms and homes or living in the wild. Our vision is to build a Europe that truly cares for animals where the well-being of animals is assured because they experience a good life.

Job purpose

The Administrative Officer has an "all round" role, playing a key part in ensuring that the organisation runs smoothly. We are looking for someone with a strong affinity to animals, who is keen to always make things better, help others and loves to do administrative jobs. Our Administrative Officer is a hands-on person, has a flexible attitude and a great eye for detail.  S/he reports to the Operations Manager and works closely with the Finance Manager, CEO and all other staff members. 

Key responsibilities

Finance administration (25%)

Support the Finance Manager in achieving the smooth and efficient running of the association’s finances. This includes but is not limited to: 

  • requesting quotes & raising purchase orders for office supplies;
  • filing of purchase orders from all colleagues;
  • checking services are delivered as agreed;
  • entering all Eurogroup for Animals invoices in our bookkeeping software;
  • checking expense & credit card reports and supporting documents;
  • maintaining and improving the supplier database;
  • keeping accurate and up-to-date records in digital / paper format;
  • liaising with other staff members as required.
Membership administration (30%)

Conducting the regular processes relating to membership management including but not limited to: 

  • ensuring receipt of annual renewal forms, issuing invoices, following up on payment  and producing ‘thank you’ letters ;
  • ensuring membership records are up to date in CRM database (SalesForce) and extract reports as required; 
  • answering queries from members or redirecting them to colleagues as required.

Governance administration (10%)

  • Assisting Operations Manager with items related to the Board and AGM;
  • Filing changes with the Belgian Official Journal (Moniteur belge / Belgisch Staatsblad).
Administration of office supplies, inventory and IT systems (20%)

Ensuring optimal management of the supplies the office needs, updating the inventory and the smooth running of the various systems and hardware of the organisation, including but not limited to: 

  • keeping the office inventory up-to-date, ordering new supplies (consumables) and equipment (IT, furniture etc.) as required;
  • setting up new accounts, managing licences, ensuring all colleagues use applications;
  • improving and managing the IT support of the organisation.

Other administrative support (15%)

  • supporting the CEO as required with tasks such as setting up meetings with key stakeholders;
  • supporting the whole team in organising online and physical meetings, liaising with suppliers (catering, cleaning & maintenance companies) and the building owner as required.
 

Person specification

We are looking for someone with a strong affinity with animals and relate to the vision and mission of Eurogroup for Animals.

Skills:

  • Fluent written and spoken English, advanced written and spoken French. Knowledge of Dutch would also be an advantage; 
  • Basic bookkeeping / financial administration skills;
  • Advanced user of software programs including spreadsheets, documents and presentations, (GoogleSuite or alternatives such as Microsoft/Mac etc.); 
  • Confident at managing accounts and invoices;
  • Strong organisational skills (meetings, suppliers etc.);
  • Good IT skills (experience with cloud computing is a plus);
  • Experience of dealing with governance bodies (Board, AGM) is a plus.
  • Understanding of and knowledge of the Brussels environment and the European institutions would be a benefit.

Competencies: 

  • Professional, striving for excellence;
  • Proactive and solutions-oriented;
  • Strong interpersonal skills showing maturity and confidence;
  • Strong team player;
  • Ability to deal with pressure and change in a calm and professional manner.

Employment Contract

  • 38 hours per week, unlimited employment contract under Belgian law. Competitive remuneration and benefits package offered.
  • Based in Brussels. 
  • Only occasional work outside normal office hours (e.g. for AGM and Board meetings). 

To apply, please send your CV and a one page motivation letter to Louise Hilditch on hr@eurogroupforanimals.org. Please indicate your salary requirements in your cover email, not CV or motivation letter. 

There is no deadline for applications; we will review candidates as they come in and close the vacancy once the post is filled.