Office and Admin Intern

About the Green European Foundation (GEF) 

The Green European Foundation (GEF) is a European-level political foundation that forms a core part of the Green movement, alongside the Greens/EFA group in the European Parliament and the European Green Party. Our mission is to foster dialogue, collaboration, research, and training to build a more democratic, open, and just Europe. We operate through a wide network of national member foundations and partners, engaging with stakeholders from academia, civil society, politics, and business. 

For more information, visit our website: www.gef.eu. 

Role Overview 

The Office Intern will support our Finance and Administration Unit, working closely with the Head of Finance and Admin, and the Finance and Admin Assistant, collaborating with the GEF team. This position plays a key role in ensuring smooth office operations whilst providing support to administrative tasks. 

Key Responsibilities 

Team/Organisation Support

• Provide general administrative support to the team. 
• Assist and support onboarding of new employees and interns. 
• Organise internal team meetings, including minutes taking and agenda preparation. 

Admin Support

• Assist and support the maintenance of the electronic filing system (SharePoint). 
• Support the Finance and Administration Unit in financial filing systems. 
• Assist and support the management of procurement procedures. 
• Deal with the general GEF mailbox, under the supervision of the Finance Assistant. 
• Assist in ensuring compliance with GDPR regulations and supporting data protection efforts. 

Office Management

• Oversee office supplies inventory and place orders as needed. 
• Maintain office equipment and supplies, ensuring preventive maintenance. 
• Assist the Finance and Administration Unit in liaising with IT providers for technical queries. 

Logistics

• Assist and support the Finance and Administration Unit in managing internal events logistics (such as Team Buildings, etc.), including travel bookings and related logistics.  
• Manage shipments for various sub-teams. 

Ideal Candidate Profile 

• Fluent in written and spoken English and French or Dutch  
• Interested in administrative work 
• Proficient in using technology 
• Strong organisational skills and a proactive approach to tasks 
• Detail-oriented and a natural problem solver 
• Comfortable working in a multicultural, political environment 
• Available to work full-time  

What We Offer 

• €1,365 monthly net 
• Meal vouchers (€8/day worked) 
• Full reimbursement for public transport within Belgium 
• Paid mobile phone subscription 
• Home office allowance (75 EUR/month) 
• Opportunity for training during the internship 
• 1 day of holiday per month that can be accumulated 
• A collaborative, international, and multicultural work environment. 

What you will learn 

• You will strengthen your knowledge of local and European green actors; 
• You will become familiarised with the functioning of pan-European projects; 
• You will receive practical training in office and administrative tasks; 
• You will develop hard and soft skills in general:  
• For example, you will sharpen your computer skills, administration and office maintenance/management competences 
• You will become familiarised with new collaboration tools – Sharepoint, Monday.com, etc. 
• Moreover, you will learn about office management processes and good practices, 
• You will enhance your team work, communication and active listening skills; 
• You will familiarise with our network of political foundations. 

How to apply? 

Interested candidates should apply using this form.  There is no deadline, we proceed with open calls. Please note that applications will be reviewed on a rolling basis.   

The application must include a current CV and a cover letter outlining the motivation for this position, both comprised in a single pdf document which includes the first and last name of the candidate in the document name.   

Note: We recognise the value of AI tools in today’s work environment, and we’re not opposed to their use. However, through this recruitment process, we’re primarily interested in getting to know you—your ideas, experiences, and personality. We believe in building strong human connections and understanding the unique contributions each person brings to the team.  

In case of questions, please do not hesitate to send an e-mail to Giovanni Dal Pra’ at admin.intern@gef.eu

GEF is committed to diversity, inclusion, and non-discrimination. We encourage candidates of all genders, races, ethnicities, religions, sexual orientations, ages, disabilities, and minority statuses to apply.