Officer Administration

The candidate will be part of the group’s administration team and will work closely together with the HR department in Belgium, as well as with other departments in Belgium.

Duties and responsibilities

  • General administrative tasks related to the running and managing of the office in close collaboration with management and the entire team, this will require presence in the office of on average 3-4 times a week
  • Making sure the office is fit for purpose – attending to contractors, deliveries, routine maintenance of the office cleanliness
  • Managing procedures and processes for the proper functioning of the office
  • Liaising with third parties in relation to the office (water, coffee, etc.)
  • Responsible for the distribution of incoming and outgoing mail, and answering of incoming calls
  • Liaising with the IT support team to resolve any IT issues and when devices are required (including laptops and remote devices as required)
  • Main point of contact for IT matters while working closely with the Malta team
  • Fleet management, as well as subscriptions for public transport
  • Ensuring there is a warm welcome for external customers and visitors
  • Coordinating processing and payment of invoices
  • Being the assigned Prevention Advisor
  • Preparing for employee onboarding in terms of access to the Bank’s systems
  • Coordinating with HR on events/gifts for the employees
  • Onboarding and offboarding from an IT/infrastructure perspective
  • Liaising with HR to ensure processing of employee benefits such as (but not limited to) car leases, mobile plans etc.
  • Maintaining and keeping documentation related to administration and benefits up to date
  • Other duties as may be determined from time to time by the Chief Executive Officer/Chief Administration Officer

Required knowledge, skills, and experience

  • Bachelor’s degree or similar by experience
  • At least 1 year of experience
  • Fluent in French or Dutch (both is a plus) and English – both written and spoken
  • You are a self-starter, flexible and hands-on