News
08.07.2022 IOGP

Job Opening: Office support officer/Office Manager

Position: Office support officer/Office Manager

Starting date: 29 August 2022

Location: Brussels

Background

IOGP Europe Administration Department is working in liaison with the IOGP (London) and external providers; it is currently reorganizing itself and recruiting its new Office Manager starting 29 August 2022. We offer a permanent full-time contract (CDI), a very competitive salary & attractive full benefits package and potential evolutions within the organization after a few years.

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, who account for 90% of Europe’s oil & gas production, to scale up investments in the EU’s transition towards climate neutrality by 2050. IOGP Europe ASBL is the Brussels-based policy arm of the IOGP and is the center of its advocacy activity.

IOGP Europe (Not for profit organization) has a 16-20 people team working together in English/French in a very enjoyable international and young ambiance. The team, always on the move, is organized in 4 departments lead by Senior Managers under the responsibility of the Regional Director Europe:

  • Policy gathering 2 divisions: Energy and Climate and Environment & sustainable finance;
  • Relations with the institutions (outreach);
  • Strategy and communications;
  • Administrative support.

Role

The Office support officer/Office Manager is a member of a 3 people team and reporting to the Senior Administration & Compliance Manager and PA to Regional Director. His/her areas of responsibilities are administration, logistics, purchase management and local ITC Support.

If you feel like you will make a difference taking up this role, please check the challenges below and send your resume with a cover letter to show your motivations togro.p1660267295goi@c1660267295jm1660267295, Min Jin Courier, Administrative and Office Manager, copying gro.p1660267295goi@p1660267295hp1660267295.

Responsibilities

As the Office Manager of IOGP Europe, your responsibilities are:

  • Contact point for the accounting firm
    • Assist accounting firm representative (2-3 days a month on site) and ensure timely planning and delivery of all financial documents;
    • Prepare items related to invoicing, payments, bank accounts, including sending all invoices electronically, following the VAT process, inputting the online payments of invoices and manage the bank accounts, etc;
    • Take part and follow-up with Team members on budget-related issues;
    • Process and reconcile monthly travel and subsistence expenses.
  • Entry point for the social secretariat external HR advisor
    • Assist the HR advisor (2-day-a-month on site) and ensure all issues are well covered and taken care of : employment contracts, pension scheme, health insurance, staff changes, preparing contracts for new recruits;
    • Send monthly calendar reminders to the staff to ensure their leaves are posted on HiBoB on time for payroll & send the information to the HR advisor;
    • Support the materialization of a prevention, protection and workplace well-being policy;
    • Be the contact point for service providers related to employee benefits;
    • Liaise with the Head of HR in the UK office and implement company wide HR initiatives.
  • ITC Support for the Brussels team
    • Be the IT referent for the Brussels Team in liaison with the London Senior Manager IT & Infrastructure;
    • Support proactively and reactively the team for any IT and related issues;
    • Manage IT purchasing, process, equipment, set-up, update and maintain the relationship with the providers;
    • Good knowledge of the Microsoft Office Suite and in particular SharePoint and Teams and being able to share related information and knowledge;
    • Geek culture would be highly appreciated!
  • Administration tasks shared among the administration team
    • Assist members and other stakeholders with enquiries, documentation and other information and/or liaise with the relevant colleague in London to do so;
    • Keep documents and information relevant to members on IOGP European Committee documents (on SharePoint);
    • Logistical organization of the European Committee & European Board meetings (and other Meetings & Events - hybrid): Venues, catering, IT & technical material, in liaison with strategic communications;
    • In liaison with landlord and other suppliers, management of the IOGP Europe premises;
    • Print material management, stock management;
    • Manage and request/renew/withdraw European Parliament passes for a few members of the staff;
    • Update the Office Handbook and the Administration Management Summary and Suppliers File;
    • Watch and review IOGP Europe’s suppliers contracts and ensure review by Legal adviser;
    • Coaching of an intern to ensure back up and help in the position.

 

To qualify for this role, you must have:

Qualifications & Experience

  • 3-year study after secondary school (Bachelor / Master);
  • Minimum 3-5 year work experience in a similar position;
  • Previous experience in a Brussels-based international federation for demanding and high-standard members is a strong plus.

Knowledge & Attributes

  • All-round relevant background and experience;
  • Critical and diplomatic thinking, high adaptability in a changing environment;
  • Real team player enjoying administrative support for a team beyond job description;
  • Excellent organizational multi-tasking with methodical approach, personal initiative and interpersonal skills and self-confidence;
  • Professional attitude and solution-oriented and geek mindset;
  • Ability to deliver on time high quality work with an attention to details.

Languages

  • Fluent in French;
  • Very good in English (Level C1 Minimum) as it is the common language;
  • Other languages is a plus.

What We Offer

  • Permanent full-time contract (CDI) starting 29 August 2022;
  • Very competitive salary & attractive full benefits package;
  • Possible hybrid working mode on Fridays;
  • Very enjoyable international and young team ambiance always on the move;
  • Potential evolutions within the organization after a few years.