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 to: gro.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.