Part-time Administrative Officer

Part-time Administrative Officer

Ocean Energy Europe

Brussels, Belgium

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 [email protected].

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

About Ocean Energy Europe – www.oceanenergy.eu

Ocean Energy Europe is a fast-growing membership organisation set up to represent the sector at European level. It acts as a hub for ocean energy information & networking and works closely with the Commission, Parliament and Member States to promote the development of ocean energy.

OEE boasts a diverse team of EU renewable energy experts; creative, innovative, and dedicated to providing the ocean energy sector with the best possible visibility and support. The Association has the support from most of the sector’s CEOs, reaches the highest political levels in advocacy and organises the largest EU conference and exhibition on ocean energy.