Administration Officer, Ukraine Response

POSITION SUMMARY

HIAS Europe is seeking an Administration Officer to join its small, yet growing and dynamic team based in Brussels, Belgium. The position is managed by the Administration & Finance Officer, HIAS Europe, but also works in close cooperation with Ukraine Response Program staff. The Administration Officer will fulfill both administrative and programmatic support functions in relation to HIAS’ Ukraine response. They will collaborate closely with the regional and Emergency Response teams.

ESSENTIAL FUNCTIONS

• Coordinates vendor engagement/procurement (e.g., translation, publications, etc.).
• Supports travel and logistics arrangements for clients, staff and partners.
• Supports schedule and calendar planning.
• Arranges meetings and conference calls, including weekly team meetings.
• Organizes team events and larger-scale events as required.
• Prepares materials for meetings and provides post-meeting follow-up notes.
• Assists with the preparation of presentations and narrative documentation, including proof-reading, formatting and translating diverse documents and PowerPoints.
• Assists in staff recruitment procedures, including advertising vacancies and arranging interviews.
• Assists in HR administration, including maintaining HR records, liaising with the payroll agency, staff onboarding and other procedures.
• Liaises with IT colleagues.
• Maintains an effective computer-based filing system and manual filing system (where appropriate).

QUALIFICATIONS & REQUIREMENTS

• Academic degree in relevant field.
• At least three years experience as an Administrative Assistant or Program Assistant.
• Previous experience with an NGO or international organization.
• Well-versed in MS applications, including Outlook, Word, PowerPoint and Excel, as well as web-based research.
• Excellent communication skills in English (written and verbal): French and/or Dutch preferred.
• Ability to work in a team and independently, take initiative, prioritize competing tasks and meet deadlines in a fast-paced environment.
• Commitment to HIAS’ mission and values, including refugee protection and humanitarian principles.

DISCLAIMER

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.

HIRING PROCESS

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process: