Deadline: 9 December 2015
Amnesty International (AI) is currently seeking applications from the eligible applicants for the post of Office Assistant in Brussels, Belgium.
The Office Assistant works to ensure the European Institutions Office achieves its goals by the effective and efficient support to the Office and Finance Manager and the EIO Director.
The AI’s global campaign is to change the lives of those suffering human rights abuses.
Key Jobs Responsibilities
The Office Assistant will perform the following functions-
- Together with the Finance and Office Manager, provide staff with sufficient logistical support, and maintain clear administrative and communication systems including basic technical support such as uploading content to the internet/intranet.
- Ensure that the office is fully stocked with necessary supplies and liaise with external providers as necessary.
- Act as point of contact between IS Information Services support team and the EIO.
- Support the Finance and Office Manager in providing appropriate human resources services as necessary.
- Assist the Finance and Office Manager in administrative tasks to support them in ensuring compliance with all laws and regulations.
- Coordinate the information flow from the EIO and contribute to good communication systems between the office and other International Secretariat (IS) programmes including maintenance of databases.
- Manage and coordinate all correspondence and requests received by the EIO, identify issues of importance drawing them to the attention of the appropriate person.
- Develop, implement and maintain office-wide administrative and organizational systems as required.
- Coordinate and manage all aspects of the EIO Director’s diary, to ensure they have a regularly updated, well-organized and accessible schedule, in line with the strategic objectives of the office.
- Prepare and draft responses to correspondence, responding directly whenever possible.
- Research, coordinate and organize local and international travel arrangements for the Director and Deputies as well as other staff from the Office as appropriate.
- Prepare travel itineraries; collate travel documents, meeting papers and other information needed by the Director for official trips.
- Coordinate and flag tasks in relation to the Directors commitments and collate briefings and responses where needed. Chase progress as required on delegated tasks to ensure that deadlines are met. Support the smooth running of approvals procedures at the EIO.
- Assist in the preparation of materials as delegated or originated Director including researching, drafting, formatting, proof reading, coordinating, printing and distributing texts and power points.
- Exercise highest level of discretion through managing the exchange of confidential, sensitive or contentious information both internally and externally with managers/staff/ external persons in a professional manner.
Eligibility Criteria
Applicants must have-
- Significant experience in providing support to management preferably in an international organization.
- Experience of diary management, making travel arrangements, coordinating and servicing meetings.
- Ability to draft correspondence and other documents on behalf of the Director.
- Experience of setting up and maintaining hard and soft information storage, retrieval and communication systems.
- Basic content management skills.
- Experience and willingness to undertake office work such as answering phones, photocopying, filing and archiving and organization of own task list.
- Good working knowledge of technology systems including Microsoft office, Excel and using the intranet.
- Ability to represent AI as a first point of contact. Excellent inter-personal and communication skills including liaising with high-level guests and senior colleagues.
- Ability to work as part of a small team.
- Ability to multi task and work to deadlines, sometimes under pressure; and Understands the importance of and commitment to safeguarding the confidential nature of the work.
- Excellent oral and written communication skills in English (essential) and French (desirable).
- Experience of managing conflicting demands, meeting deadlines and adjusting.
- Capacity to work in a highly autonomous way.
- Ability to use participatory approaches when working with others.
How to Apply
Applicants must submit their applications through online process.
For more information, please visit AI.
