Office Administrator,
Brussels, Belgium
Development Alternatives, Inc. (DAI)
Closing date: Sunday, 27 May 2018
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Key tasks, duties and responsibilities:
Facilities/Health and Safety (working in conjunction with DAI UK Office Facilities Manager):
- Liaising with building manager to organise maintenance requirements and ensuring facilities are maintained to a high standard
- Liaising with suppliers regarding cleaning services, office and kitchen supplies;
- Reception cover including management of document despatch and outward mail;
- Overseeing the day-to-day tasks required in relation to office health and safety;
- To maintain accurate records of compliance and training;
- To liaise with suppliers as and when required on all matters concerning H&S
Administrative support for the day-to-day efficient operation of the office:
- Scanning and copying of documents;
- Quality check and production of tender documentation;
- Maintenance of electronic and hard copy libraries, databases and archives;
- Management of in-house stationery supplies and maintaining stocks of publicity material;
- Liaising with DAI UK Travel Administrator to arrange travel for Brussels staff;
- Arrange logistics for meetings and events;
- Management of Finance and Accounts for DAI Brussels office.
Business Development (working in conjunction with BDU Coordinator in DAI UK office):
- act as proposal administrator for active bidding opportunities from the tracking stage right through to bid submission, including: keeping schedules, support bid planning, oversee logistics, facilitate communication, ensure QMS procedures are followed and records kept. Printing, packing and dispatch as required;
- prepare and maintain records of compliance documentation;
- tailor relevant DAI references for inclusion in EoIs and proposals;
- organise team meetings and record the minutes;
- keep abreast of changes to tendering requirements of European donors;
- monitor seminars and conferences, source relevant publications to assist the Business Development Unit in keeping abreast in areas of strategic technical importance to DAI within the European context;
- assist with relevant marketing and communications.
Qualifications, knowledge, skills and experience:
Essential:
- Excellent communication skills both written and verbal
- Strong organisational skills
- Proactive, assertive and action-oriented with strong intellectual agility and ability
- Excellent interpersonal skills — able to establish and maintain positive working relationships both internally and externally
- Able to be flexible, versatile and tolerant in a changing work environment whilst maintaining effectiveness
- Ability to work under pressure and to tight deadlines
- Ability to communicate effectively in French and English
- Numerate with a high level of attention to detail
- Advanced level of MS Office (Word, Excel and PowerPoint)
- Good understanding of office accounting.
Desirable:
- Bachelor’s degree in a relevant field
- Administration experience in international/multi-cultural environment
- Demonstrable understanding of and interest in international development
- Experience of working with EU and other major European donors