Eurodyssee

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Administrative Assistante

REF#: 536/2019/BRUXELLESCAPITALE

Description of tasks to be undertaken by the trainee(s)

OFFICE MANAGEMENT

Supports the events and procurement officer in the smooth running of the office (procurement of supplies and general office management);
Helps with the office refurbishment from September to December (Responsible for updating and monitoring the inventory process and checklists, … )
Contributes to the Green office and well-being policy;
Helps to create practical tools and efficient systems for the smooth-running of the office (Kitchen Duty, Floating desks, Tidy-up) ;


ADMINISTRATION & OPERATIONS
Supports with the review of our office management procedures ;
Helps to improve our archiving system of electronic & physical files in line with our knowledge management procedure;
Assists in updating our procedures in line with GDPR;
Takes care of updating some items on our intranet and websites (i.e Job ads, policies, events registration …)
Supports the Administration team to liaise with the travel agency, to schedule and book trips;
Helps to compile, file and update supporting documents;
Helps with other ad-hoc secretarial tasks as required;

EVENTS
Helps with the logistics of our many meetings and events including our trimestrial Board meetings, Hub meetings and annual General Assembly.
Supports the events officer to plan, organize and set-up the event
Helps to book venues and liaises with different suppliers (i.e. caterers policy, interpretation booths, … )
Responsible for the attendance lists process
Look for and compare different suppliers (catering, venues, interpreters, ...)

This role description is not prescriptive and the post-holder may be required to undertake other responsibilities reasonably required by the Resources Team in order to support and fulfil the purpose of the role.

 

Profile of Trainee

Qualification: Educational Qualifications/Vocational Training

ROLE RELATED EXPERIENCE, SKILLS AND KNOWLEDGE
EXPERIENCE
ESSENTIAL
- Relevant education, training or professional qualifications;
- Some experience in administration preferably in an NGO environment;
- Some experience in events organisation;

DESIRABLE
- Experience working in an international environment;
- Managing external suppliers;

Personal and Social Skills

APTITUDE, SKILLS AND KNOWLEDGE
ESSENTIAL
- Highly organised, with multitasking and time-management skills;
- Pragmatic and proactive with proven problem solving abilities;
- Proven attention to detail;
- Outstanding communication and interpersonal skills

Language Skills

Fluent in French and English (The two working languages of the office)

Information Technology (IT) Skills

Computer litteracy

Other Prerequisites/Skills

Currently there are 0 youngsters selected for this traineeship.

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Region: Bruxelles-Capitale

Area: Business sciences / Administration

Duration: 6 month(s)

Beginning: 04 Nov 2019

Ending: 29 Apr 2020

Language course

...

6 mois

Number of trainees

1

Location

10 rue de l'Industrie - 1000 Bruxelles

Includes trips abroad

No

Work schedule

9h-17h