Administrative and Statutory Affairs Manager

The Secretariat of the Steering Committee of the Eastern Partnership Civil Society Forum (EaP CSF or the Forum) is looking for a committed and experienced Administrative and Statutory Affairs Manager. The Manager will perform a combination of administrative, event management and statutory/ legal affairs tasks.

More details about the Eastern Partnership Civil Society Forum: https://eap-csf.eu/

More information about the position and how to apply: https://eap-csf.eu/call-for-applications-administrative-and-statutory-affairs-manager/

Job location: Brussels, Belgium Start date: as soon as possible

Key Responsibilities:

• Provide administrative support to the growing team of the Secretariat;
• Be the primary point of contact for administrative and office management matters and oversee facilities services, maintenance activities and tradespersons (i.e. manage office supplies orders and deliveries, ensure an efficient collaboration with various service providers);
• Ensure a smooth flow of information within the organisation;
• Maintain and develop office and document management procedures;
• Lead the logistical organisation of in-person/ hybrid/ online statutory and thematic meetings, internal and public meetings;
• Manage the process of contracting service providers and consultants for different activities of the organisation (i.e. draft terms of reference, prepare evaluation score sheets, review contracts);
• Ensuring an effective procurement process in cooperation with the Finance manager;
• Maintain, oversee and develop the statutory documents and processes of the organisation;
• Ensure the organisation’s compliance with the legal requirements stemming from the Belgian law regulating non-profit organisations (i.e. Moniteur Belge);
• Keep abreast with all organisational and statutory developments;

Requirements:

• Master’s degree in Public Administration, Law, Business Management, International Relations or related discipline;
• Minimum 5 years of proven full-time professional experience in office management, (I)NGO administration and event management preferably in Belgium or in an international environment;
• Good understanding of the NGO legislation and regulatory practices in Belgium;
• Experience in developing and overseeing office and/or statutory procedures and regulations specific to INGOs based in Belgium;
• Knowledge of office management and human resources administration principles and practices;
• Good understanding of EU procurement procedures;
• Solid ICT skills;
• Independent, problem solver, team player;
• Excellent client and interpersonal skills;
• Multi-tasker with strong organisational skills;
• Flexibility to perform a wide variety of tasks in a small office;
• Thorough knowledge of English and good understanding of French or Dutch;
• Knowledge of Russian language or any other language spoken in the Eastern Partnership countries would be an asset (optional);
• Ability to travel occasionally to the EaP partner countries and within Europe;
• Holding the legal permission to work in Belgium (the Secretariat is not in a position to assist with obtaining the permission to work in Belgium).

What we offer:

• A challenging and varied role in a thriving civil society organisation;
• Being part of a small, friendly, dynamic and international team in the heart of the Brussels EU district;
• CDD 1 year contract (followed by an indefinite contract, subject to satisfactory performance and available funds);
• Attractive remuneration and competitive fringe benefits (meal vouchers, 20 days of legal holidays + other extra holidays during office closure periods, representation and teleworking allowance, reimbursement of public transport costs, other bonuses, professional training).