We are Hiring!!! Administrative support & office management position at ODS

03.19

For our office management, organisational and administrative work, we are looking to fill a part-time position, preferably 4 or 5 half days.

S/he helps to run the office and coordinate the consultants’ work in order to allow them to function efficiently. S/he helps to plan, organise and manage ODS’ administrative affairs, including the preparation, communication, coordination and storage of financial data to support its day-to-day operations. In addition, s/he takes care of the office infrastructure and deals with requests from supervising staff.  

 

Profile

ODS hopes to welcome a flexible, accurate, assertive and stress-resilient individual with demonstrable interpersonal skills, who will organise and run our (financial) administration and manage our pleasant and conveniently-located office.

 

Tasks and responsibilities

 

Office Management

  • Taking care of the general management of the office

  • Supporting the implementation of ODS’ office  procedures and rules

  • Organising physical and electronic filing of admin documents / contracts

  • Managing ODS stock of supplies & other resources

  • Monitoring and enforcing the respect  of office systems, procedures and rules

  • Receiving guests or clients as needed

 

Administration / Financial

  • Developing/ updating ODS’ administrative systems to make them fit for purpose

  • Preparing and sending out contracts

  • Preparing, sending and monitoring invoices &  reimbursement claims to clients

  • Managing internal reimbursement claims

  • Managing the office calendar and liaising with the building’s other tenant

  • Paying  invoices and liaising with service providers

  • Liaising with our accountants

  • Reconciling bank and credit card statements for the VAT administration

  • Supporting ODS’ financial diagnostics

 

HR

  • Gathering data for monthly payroll work

  • Liaising with our payroll company

  • Maintaining up-to-date employee holiday records, compensation days, sick leave and other forms of time registration.

 

Requirements

  • 5 years of relevant experience

  • Being organised

  • Team spirit

  • Stress resilient and able to work under time pressure

  • The ability to work in French, Dutch and English

  • Full familiarity with Microsoft and Google apps

  • Full familiarity with Exact Online

  • Administrative experience, including with the Belgian VAT administration system

 

What we offer

To the right candidate, we offer a competitive remuneration package commensurate with experience in a pleasant office environment with warm colleagues and interesting work supporting worthy causes. We try to be flexible towards special requests of the preferred candidate.

From interested applicants, we expect both a motivation letter and a CV to applications@odsupport.eu by Sunday  14 April. CVs will be assessed and candidates invited for a conversation on a rolling basis so if you are interested, please don’t wait until the last minute with your application.