Job opening: HR and Administration Assistant

We are looking for an energetic and friendly management assistant who wants to grow in a support role with great variety of tasks and who can gradually take on more responsibility and autonomy. Our international team is looking forward to welcoming you in a warm environment. There is space to craft this job in a proactive way within the frame of People & Organisation (P&O) and general administrative support.

If you want to apply, please send your motivation letter with CV to jobs.international [at] rikolto.org. Deadline for application: May 18th 2022.

• Purpose: Ensure smooth P&O-specific and general administrative support.
• Location: at our office in Leuven
• Job size: 80-100%
• Travels may occassionally be required

P&O (30 %)

• Be the first point of contact for P&O-related queries

• Administer P&O-related documentation, such as contracts, insurances, certificates

• Ensure the relevant P&O database is up to date, accurate and complies with legislation

• Carry out a correct salary administration and follow up related invoices

• Assist in the recruitment process, set up interviews and issue relevant correspondence

• Assist with questions regarding regulations/juridical implications for staff

• Be the first point of contact for internships

• Provide HR-related info sessions

Management, board, and staff meeting support (20%)

• Independently, correct, and timely process all administrative supportive tasks for the management, board, and staff meetings such as:

• Planning of meetings, making agenda and reports

• follow up on decisions

• Assist in preparing management presentations,

• Organize physical international meetings (2-3 per year)

• registration and filing of in- and outgoing correspondence,

General support (40%)

• Coordinate travel arrangements : tickets, visa, accommodation

• Coordinate operations, events, and activities for the IO:

• Hire facilitators, translation, venue and accommodation, catering

• Set-up the online infrastructure for events

• Develop roadbooks

• Manage the event or activity in situ

• Make meeting reports of international meetings

• Support office staff with day-to-day to day requests of general nature

• Administrative tasks: collecting signatures of board members, and the executive director, bringing in order all legal requirements for offices and IO (notary, translations...).

• Collect and send invoices with the correct cost centre to the finance officer with all supporting documents

ICT (5-10%)

• Act as IT helpdesk for the IO (Office 365 environment), create accounts & groups

• Manage the ICT park and budget

• Lead the ICT peer group and support with the digitalization of the different offices

• Ensure data is protected

• Qualifications: Degree in P&O administration/business administration or equivalent by a broad and relevant working experience.
• Languages: Fluent in English and Dutch. Knowledge of at least 1 of the other working languages (Spanish, French) is an advantage.
• Previous experience in a broad P&O function or in a general administrative role is an added value.