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HR and Office Manager 

Part-time, Brussels

Europe Jacques Delors is looking for a part-time (20 hours/week) HR and office manager (F/M/D), based in Brussels. The position is to be filled as soon as possible, initially for the duration of a year, with the possibility to extend. 

Europe Jacques Delors (EJD) is a Brussels-based, non-profit and independent think tank, which was created in 2020. It works closely with its sister think tanks in Paris and Berlin: the Jacques Delors Institute and the Jacques Delors Centre. United by a common theme – Penser l'Europe, Europa denken, Thinking Europe – the three think tanks aim to contribute to the debate on European integration in line with Jacques Delors' vision and legacy.  

Europe Jacques Delors focuses on sustainability and environmental issues, working on greening trade, agri-food, ocean protection and governance, green diplomacy and green finance. We are a young dynamic team of 10 people working at the SustainableHub in the European Quarter. 

Your tasks: 

1 - Office management 

- First contact for inquiries (e.g. manage relations with the co-working space) as well as the official email inbox of the organisation. 

- Facilitate the daily work of the colleagues within EJD, e.g., organise the weekly team and operational meetings as well as Lunch & Learns, book meeting rooms, etc. 

- Welcome and onboard new colleagues, e.g., organise badges, IT systems, organise meetings with colleagues.

- Organise the board meetings of the organisation twice a year, including invitations, logistics, follow-up. 

- Manage the office supplies, order and organise IT equipment, passwords, and coordinate the external IT support.  

- Coordinate the relations with external service providers, e.g. for the website.

- Manage the team’s potential travel and accommodation needs (occasionally). 

- Organise and manage the sharepoint, contact lists and subscriptions of EJD. 

- Organise occasional events and meetings, such as an annual summer reception or a team retreat, including conceptualisation, invitation lists, coordination with the venue and catering; potential travel logistics and accommodation; follow-up. 

2 - Admin and HR 

- Work closely with the Director of Studies and Development to support the management of the team.

- Support the recruitment processes, in particular to understand the needs of team, write job offers, pre-select candidates, coordinate and follow up the interview process. 

- Organise annual feedback chats for all employees and build up the HR competence at Europe Jacques Delors. 

- Liaise with the Administrative and Financial Manager in charge of the employment contracts.

Your profile

- A bachelor's degree, preferably in project and/or business management, administration, event management, HR, or similar fields.

- At least 3-4 years of relevant work experience, preferably in think tanks, NGOs, trade associations or other related organisations. 

- Previous experience in human resources considered an asset.

- Full proficiency in English and French (min C1).

- Experience working with Office 365, including Word and Excel. 

- A strong sense of initiative, excellent organisational, team and time management skills. 

- Attention to detail, proactive and constructive problem-solving attitude; ability to respond to urgent tasks.

- An interest and engagement for sustainability issues and European integration.

Process

To apply for this position, please email your one-page motivation letter and CV in English, in PDF format.

Please send your application to info@europejacquesdelors.eu by 21 May 2024. Applications will be reviewed on a rolling basis. Please format the email subject line as follows: Application HR and Office Manager – FirstName LastName.

The position is a regular CDD contract under Belgian law. The salary range is between 1500-1700€ gross monthly and includes a generous benefit package. 

Due to of the expected high number of applications, only shortlisted candidates will be contacted for an interview. We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply. 

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