the Office Manager (f / m) will assist the team with the following tasks :
Financial Support : prepare outgoing invoices, process incoming invoices and Financial support : process outgoing and incoming invoices and payments;
forecast cash flow; help the external accountant prepare the half-year financial situation and the end of the year accounts;
manage and control budgets / finances of EU-funded RTD projects where CECIMO is a partner (H2020 and ERASMUS +).
Administrative support : handle all general administration & maintenance of the office : incoming calls, order office supplies, equipment, updating memberships, etc.
Manage the office, including IT, logistics and facilities efficiently. Make sure the association comply with Belgian administrative requirements
HR Support : compensation and benefits administration : liaising with the social secretariat, ensure the compliance with Belgian staff regulations and legislation, assistance to personnel recruitment, manage new contracts and onboarding new staff members, monthly reports all events to the online payroll software to ensure a timely salary payment, planning of absences, training
Personal assistance to the Director-General : facilitates communication with internal and external stakeholders, provide support in workflow management and statutory procedures, travel arrangements, documents formatting and various other tasks;
Events : manage logistics and budget of all the CECIMO events, including the General Assemblies (2x per year), one major event at the European Parliament, and all other internal / external meetings;
The desired candidate should have :
Proficiency of MS Office Software (Word, Excel, PowerPoint)
Excellent writing and oral communication skills in English and French or Dutch. Other languages are a plus;
Knowledge of the Belgian Administrations and general HR regulations
Experience in event management (conferences) is a plus
Experience with EU-funded R&D projects financials is a plus;
Administrative / financial experience within a European organization by preference
Interested in new organizational technologies (database management etc)
Interested in social media.
Initiative to engage and tackle problems on your own and in a team as well as problem-solving skills
Cooperative spirit, multitasking skills, sense of initiative and autonomy, eye to detail, ability to prioritize;
Ready to contribute in a flexible way to a small but dynamic team;
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