08.02.2024 Sabri Khelil

Job Opening: Administrative Assistant

JOB TITLE: Administrative Assistant
COMPANY: INTERNATIONAL ASSOCIATION of OIL & GAS PRODUCERS EUROPE ASBL (IOGP EUROPE ASBL)
Package: +- 1600€/month NET allowance + fringe benefits 
CONTRACT Type: 6 month-traineeship with the possibility of extending contract to a further 6 months (Convention d’Immersion Professionnelle, CIP with Bruxelles Formation)  

IOGP Europe’s Administration Department is looking for a new Administrative & ITC Assistant trainee, to start as soon as possible. 

About IOGP
IOGP Europe is the European voice of our industry, an enabling partner for a low carbon future. We pioneer excellence in safe, efficient, and sustainable energy supply, and work with policymakers to deliver a policy framework enabling our Members to scale up investments in the EU’s transition towards climate neutrality by 2050.  Our members account for 90% of Europe’s oil & gas production. IOGP Europe is the Brussels-based policy arm of the IOGP and is the center of its advocacy activity. 

IOGP Europe (Non-profit organization) has an international and dynamic team of 16 professionals, working together in English and French,
The team, which is continuously evolving, is organized into 4 departments:   

  • Policy: Energy and Climate, Environment, and Sustainable Finance; 
  • Outreach: institutional relations; 
  • Strategy and communications; 
  • Finance and Administration.

The role
If you’re looking for a challenge in Brussels’ infamous “EU Bubble” and wanting to make a difference in our team’s ability to deliver great change, then this role is for you.  

Your key responsibilities will be to assist our Head of Finance and Administration in the following areas: 

1°) Events organization and administrative tasks 

  • Reception: welcoming visitors, being in contact with delivery suppliers and occasionally the concierge for office maintenance  
  • Secretarial and administrative assistance:  handling basic tasks in 1°) HR: administrative and equipment onboarding and updates; 2°) accounting: looking for suppliers/supplies, periodic purchases, upload or issuance of invoices, staff expenses reporting; 3°) organizing travel arrangements for heads and managers with the extensive support of an external travel agency: booking hotels, trains, planes and including related tickets in colleagues’ calendars, taking into accounts time zones, customs, etc. 
  • Helping the Strategy and comms Department with the preparation of meetings: invitations, mailings/letters, attendance lists and forms, badges, name tags, printed materials and bounded brochures, stock management (printed stocks of brochures, fact sheets, etc.), ... 

 

2°) Office logistics  

  • Logistical organization of the office: supporting in the daily orderliness and overall cleanliness of the office space, helping maintain stock levels of office stationery & food and beverages, organizing occasional working lunches, ... 
  • Room arrangements and settings: helping other Departments’ organizers with regular or ad hoc meetings and events (+ occasional booking of venues, restaurants and caterers, … )  

 

3°) ITC support assistance 

In coordination with the Finance & Administration Head and the Head-Office Senior Manager IT & Infrastructure (London), and external specialized support providers: 

  • Provide local ITC pro- and rea-active hands-on support, with potential call on suppliers, both to 1°) the Brussels Team support, 2°) at hybrid meetings, webinars and conference Teams-calls;  
  • Prepare/set-up: 1°) new hardware equipment like laptops, smartphones, etc., during the onboarding of new-joiners (and off-boarding), 2°) audio-visual systems/connections ahead of hybrid meetings; 
  • Manage inventory and help with ITC process management: 1°) purchasing equipment, devices set-up & updates and 2°) maintaining the relationship with our providers. 

 

Position and reporting  

As an Administrative Assistant, you will be part of a 3-person team working closely together; You will report to the Finance and Administration Head and be under the daily supervision of the Administration Manager.  

 

To qualify for this role, you must have:  

QUALIFICATIONS & EXPERIENCE: 

  • « Certificat d’Enseignement Secondaire, (CESS) » or equivalent to the French Baccalaureate; 
  • Full command of French (C2/native), and a good command of English (C1 level)  

 

KNOWLEDGE & ATTRIBUTES 

  • Well-rounded with a flexible attitude, a team-player, especially within the Administration Department, prepared to help - at times beyond the job description in a changing environment;  
  • Pro-active, forward thinking and solution-oriented mindset to enhance our employee experience, with a passion for technology and helping others to get the most out of different tools (apps, Microsoft suite, teams, Sharepoint); 
  • Strong administration and organization skills. Self-confidence, method and attention to detail are mandatory to improve and deliver quality work. 

 

WHAT WE OFFER 

  • A nice compensation package including a monthly NET allowance of +- 1.600€/month, meal vouchers, a STIB public transportations pass, access to a fitness room/gym; 
  • To be an integral part of an international and young team of professionals in a nice area of Brussels (close to the institutions and the city center); 
  • A temporary (6 months with possibility of extension) traineeship contract, to be submitted to Bruxelles Formation for approval; 
  • Gaining organizational experience and functional growth opportunities; 
  • In some cases, assistance might be provided to foreigners settling in Brussels. 

 

If you think that you want to be part of this passionate and friendly team, please send your resume along with a cover letter to: gro.p1721097723goi@e1721097723porue1721097723-tnem1721097723tiurc1721097723er1721097723.