The office of MDF Training & Consultancy in Brussels wants to recruit a part-time Administrative responsible/Office manager. Deadline for application is September 1st.
MDF Training & Consultancy is a training and consultancy organisation founded in 1984 in the Netherlands. Rooted in development co-operation, it offers training and consultancy services in its training centre in the Netherlands as well as in ACP countries (Africa, Caribbean, Pacific), Asia, Latin America and Eastern Europe to international and national governmental and non-governmental organisations and institutions. MDF Training & Consultancy employs over 100 people in its head office in the Netherlands and in its office in Sri-Lanka, Brussels, Tanzania, DR-Congo, Indonesia, Ghana, Kenya, Bosnia and Vietnam.
The Brussels office of the Dutch organisation MDF Training & Consultancy is specialised in EU External Cooperation. The office is responsible for the acquisition of EU contracts for MDF group. The office manages large and mid-size training and technical assistance programmes in EU External Cooperation context on behalf of MDF Group. They furthermore design, organise and deliver Open Entry and Tailor Made courses in topics related to EU External Cooperation (for public sector in EU funds recipient countries, EU Delegation staff, project staff, technical assistance companies, NGOs, etc).
The team is composed of a) ‘in-house’ staff (i.e. permanent employed staff: 1 director/trainer-consultant, 1 EU trainer/consultant, 1 EU acquisition manager/trainer, 1 EU training coordinator and 1 office manager (50%) and b) a team of 8 ‘satellite trainer consultants’ (loyal associates) and c) can further rely on the capacities and expertise of the wider MDF family.
The position of the part-time office manager will soon become vacant. MDF are looking for a sound replacement.
Your role
The role of the office manager is to be the “central pillar” of the office that will strengthen the organisation of the MDF office in Brussels. He/she must be capable of handling a variety of tasks (administrative, logistical and financial support to the management and consultants), with a good dose of flexibility and humour.
This job essentially contains the following responsibilities and tasks:
Financial coordination & administration:
- You handle the incoming invoices : verification, accounting recording, make payments, follow-up tables of invoices from the ‘satellite staff’
- You prepare the outgoing invoices : follow-up of assignments to invoice, attribute accounting codes, preparation of invoices, follow-up of debtors, follow-up tables in financial administration
- You are responsible for managing petty cash
- You prepare the finance files for the external accounting office who does the recording and makes the financial statements; you follow-up and verify the financial statements produced by the external accounting office
- You prepare the documents for the auditor in our Head Office in NL
Pay-roll management:
- You coordinate pay-roll management with our social secretariat
- You follow-up on the labour related insurances
- You follow-up on the labour regulations, keep track of holiday days etc.
Other office administration:
- You supervise the common mail box and take care of follow-up and/or dispatching
- You follow-up on issues related to office rent, insurances, …
- You ensure the follow-up of information systems (coordination with our external informatics desk, follow-up of our equipment, filing system, …)
- You order and follow-up on office supplies
- You assist the consultants/trainers with the administrative management of their missions in collaboration with our training coordinator (coordination; preparation of training material; booking of training rooms, hotels, flight tickets…).
- You handle the administrative and logistical coordination of contracts in collaboration with the responsible trainer/consultant
- You have a higher education (minimum graduate degree in management/executive secretary/administration or equivalent through experience).
- You have at least 4 years experience in a similar position, preferably in an international environment.
- You have an excellent spoken and written knowledge of Dutch, French and English.
- You are clearly at ease and like to work with figures
- You have a proactive attitude towards your work responsibilities.
- You are very well organised and have a keen eye for detail.
- You are independent and not afraid to coordinate the office on your own when the consultants are abroad, whilst keeping a team spirit.
- You have good Microsoft office knowledge (Word, Excel, PowerPoint, Outlook, …)
- You live in Brussels or at working distance.
ASSETS
- You have affinity with development co-operation/social sector and you appreciate a multicultural environment, where people are more important than profit
- You have a basic knowledge of accounting
The OFFER
- A polyvalent position in an inspiring working environment in an international context
- A relatively small but dynamic team in the Brussels office and being part of the larger MDF group (over 100 colleagues in total)
- This job is concerns a contract with an indefinite period (cf Belgian labour regulations)
- Part-time (50%).
- Remuneration in accordance with MDF terms and conditions for support staff and contingent upon qualifications & experience plus extra-legal benefits.
Location: Brussels, Belgium
Application deadline: September 1st 2014
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