Office and Administrative Assistant (part-time, 80%)

About 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. 

About the role

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

Main tasks

Office Management

• Oversee office supplies inventory and place orders as needed.
• Maintain office equipment and supplies, ensuring preventive maintenance.
• Liaise with IT providers for technical queries.
• Manage the general GEF mailbox.

Administration

• Ensure daily compliance with GDPR regulations.
• Provide general administrative support to the team.
• Coordinate procurement procedures.

Financial Assistance

• Process routine financial checks (invoices, reimbursements, etc.).
• Assist with payments using internal collaborative platforms (e.g., Monday.com).
• Support the yearly grant application process.
• Support annual audits and maintain financial filing systems.
• Draft financial documents (e.g., invoices, per diems).

Human Resources Support

• Assist in organising team meetings and retreats.
• Provide support to HR and payroll when needed.

Event Logistics

• Coordinate logistics for statutory meetings (General Assemblies, Board meetings).
• Support travel bookings and related logistics.

What we are looking for

• Enthusiastic candidates with fluent written and oral command of English and French or Dutch.
• Available to work part-time (4 days/week) in Brussels, starting November 2024.
• Good organisational and administrative skills and openness towards a variety of tasks.  
• An interest in administrative and financial work.
• Technology-savvy, and good command of office software. 
• Detail-oriented and a natural problem solver.
• Comfortable working in a multicultural, political environment.

What we offer

• €2,000 gross monthly salary.
• Meal vouchers (€7/day worked).
• Full reimbursement for public transport within Belgium.
• Paid mobile phone subscription.
• Home office allowance (€2/day).
• Eco-vouchers (€250/year, pro-rata).
• 2 additional holidays on top of the Belgian legal framework, plus time off from December 24 to January 2.
• An individual training budget.
• A collaborative, international, and multicultural work environment.

Starting date: as soon as possible.  

Office location: Brussels, Belgium.

How to apply? 

Interested candidates should apply by 27 October 2024, 23:59 (Brussels time), using this form.  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 Cécile Grebet at cecile.grebet@gef.eu. 

GEF is an equal opportunities employer: 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.