We are recruiting! The Secretariat of ProtectDefenders.eu – The EU Human Rights Defenders mechanism is looking for a Human Resources & Admin Officer

HR&Admin Officer

PURPOSE OF THE POSITION

Based at the Secretariat’s office in Brussels and reporting to the Head of Finance, the Human Resources & Admin officer supports the dynamic and energetic team of the Secretariat by ensuring a smooth operational and administrative working environment. The Terms of Reference for this position are available for download here. The responsibilities of this role stretch across the following domains: HR administration, office management, asset management, and office security. As part of the Finance team, the incumbent might be asked to support the Finance team as a backup and as requested. A non-exhaustive list of responsibilities is outlined below.

MAIN TASKS AND RESPONSIBILITIES

HR Administration

  • First point of contact for employees for all HR related matters
  • Provide advice and support to management on all HR related matters and report HR related data
  • Payroll administration in coordination with the external payroll company
  • Preparing HR documents such as employment certificates, contracts of employment, etc.
  • Coordinating staff on-boarding and off-boarding activities
  • Coordinate and ensure liaison with insurances companies
  • Coordinate working permits requests
  • Ensure proper filing and safe-keeping of HR administrative documentation

Office Management and Security

  • Ensure office supplies and office maintenance
  • Office utilities and office rental management and follow up
  • Ensure proper filing and safe-keeping of administrative documentation
  • Implement office safety and security standards and protocol
  • First point of contact with the IT support company, office building managers and cleaning services as needed

Procurement and Asset Management

  • Maintain assets inventory and service providers’ registry
  • Communicate with vendors for procurement according to internal and EU rules and regulations
  • Validating procurement processes and being part of the evaluation process
  • Support logistics of travel and meetings as necessary
  • Ensure proper filing and safe-keeping of administrative procurement documentation

QUALIFICATIONS REQUIRED

  • Bachelor’s degree, preferably in HR related field
  • 1-3 years experience in HR/Admin/Office management position, preferably in the Belgian context
  • Excellent knowledge of Belgian HR legislation
  • Working knowledge of Word and Excel
  • Experience with SD Worx system is an asset
  • Strong communication skills in English and either French or Dutch

PERSONAL SKILLS

  • Ability to handle confidential and sensitive information.
  • Outstanding interpersonal and communication skills.
  • Ability to adapt to multidisciplinary work in the environment of a multicultural team.
  • Ability to work with people who are in stressful and difficult situations.
  • Good organisational skills, detail–oriented. Ability to plan and prioritize work in an efficient manner.

STARTING DATE & CONDITIONS

  •  Preferable starting date: 1 February 2023
  •  Duration and conditions: 12-month renewable contract (32 hours per week) – gross monthly salary based on experience and seniority
  •  Excellent benefits such as meal vouchers, eco vouchers, insurance, and pension plan, transport allowance
  •  26 vacation days pro-rata and 5 additional vacation days
  •  European Supplementary Holidays
  •  The candidate must be based in Belgium and have a valid work permit.

HOW TO APPLY?

Please send your CV and cover letter (please include information about your availability) before 25 January 2023 by email at recruit@protectdefenders.eu with the subject: ‘HR&Admin officer – Your surname’.

Please note that only short-listed candidates will be contacted.

Interviews will be held online and in person.

Early applications are encouraged, as the position might be filled before the deadline!