About Plan International
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We support children’s rights from birth until they reach adulthood. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing all children and especially girls. We are active in over 70 countries across the world.
The purpose and ambition of the EU Office is to advance children’s rights and equality for girls in the EU’s external action. In line with Plan International’s global strategy, One Million Reasons, and the EU Office’s 5-year strategy, we will contribute to ensuring that 100 million girls learn, lead, decide and thrive. We work with the EU in its three roles as a donor, policy-maker and promoter of human rights.
The purpose of this role is to support the Plan International EU Office by managing and leading its daily operations in accordance with local regulations and the values and objectives of the organisation and by providing efficient financial, human resources and administrative services for the office.
Reports to: Head of Office of Plan International EU Office
KEY AREAS OF ACCOUNTABILITY
A. PAYROLL AND HUMAN RESOURCES
- Liaise with external providers (including payroll, insurances and pension) and ensure all staff are registered on joining Plan International EU Office (including assistants with a ‘convention d’immersion professionelle’) and enrolled in benefits schemes with appropriate records kept
- Maintain and enter monthly payroll data relating to employees’ time, holidays, and overtime information; process staff salaries on a monthly basis
- Review and verify completeness and accuracy of various payroll reports including month-end payroll, meal voucher allocation, pension, insurance and taxation reports
- Maintain accurate and up-to-date payroll records, liaising with payroll provider as needed; provide International Headquarters (IH) with relevant monthly information to prepare accounts
- Set up and securely maintain individual staff files and ensure copies of relevant documentation (including contract, references, new starter details, emergency contacts, code of conduct signature forms etc) are kept
- Refer any substantive HR queries and any matters related to employment law to the Head of EU office
- Support and inform staff on office processes and matters related to salary benefits
- Undertake other HR administrative tasks and related policy development as requested by the Head of EU Office
- Ensure the office is compliant with Belgian Health & Safety legislation
- Undertake other duties as requested by the Head of Office
B. FINANCIAL AND ACCOUNTING
- Organise local procurement of goods and services, check supplier invoices, send invoices to IH and follow up to ensure timely payment
- Check staff expenses, send to IH in a timely manner once authorised and ensure payment
- Support Plan International Headquarters in preparing accounts by providing information and answering queries as needed
- Support the Head of Office in preparing the annual budget and budget forecasts, as well as any project budgets as necessary
C. FRONT OFFICE
- Ensure the efficient day-to-day running of the office systems, supplies, premises and equipment; create and maintain accurate and up-to-date computerised records; process incoming and outgoing correspondence and respond to enquiries, referring these to other staff, elsewhere within Plan International or externally as appropriate
- Ensure all logistics and travel bookings are in compliance with Plan International rules
- Act as the focal point for IT support
- General administrative support: greet visitors, handle incoming calls and perform general administrative duties
- Carry out all activities with full regard to PLAN International policies on diversity and equal opportunities
- Bilingual English and FR/NL; good knowledge of the third language an asset
- Relevant qualification in office management, in particular financial management, is essential
- 5-7 years of directly relevant experience
- Up-to-date knowledge of Belgian employment legislation
- Advanced knowledge of computer applications (MS-Word, Excel, PowerPoint)
- Familiarity with SAP an advantage
- Strong oral and written communication skills
- Ability to manage multiple demands and priorities and negotiate timelines
- Excellent customer service and interpersonal skills; ability to maintain a high degree of professionalism in all circumstances
- Ability to look forward, anticipate needs, and plan accordingly
- Pro-active and solutions-oriented
- Ability to establish and sustain interpersonal and professional relationships with Plan staff in overseas offices, in donor organizations and in peer organizations
- Ability to maintain high level of confidentiality
- Desire to grow in one’s professional role
Contract: CDI (Belgian contract)
Working hours: Part-time (60%, with willingness to increase if necessary)
Location: Plan International EU Office, Brussels, Belgium
Salary: Dependent on experience
Benefits: 24 days holiday, pension scheme, pension & life assurance cover, hospitalisation & outpatient cover (DKV), meal vouchers, yearly public transport pass
Travel: Occasional travel possibly necessary
How to apply?
To apply for the position, please send a one-page letter, outlining your motivation for and approach to the post, together with your CV (no photos) to EUORecruitment@plan-international.org by 15th April 2018, with the subject “APPLICATION: Office Manager-[YOUR NAME]”.
Interviews will take place in Brussels or via skype in the week commencing 23rd April 2018. A second interview may be necessary. Preferred start date: 04 June 2018.
Please note that only applications and CVs written in English will be accepted and that only short-listed candidates will be contacted.
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy.
Plan International is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with. Plan International believes that it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.
Plan International operates an equal opportunities policy and actively encourages diversity.