• Contact Info
+32 (0) 2 62 60 72 7
+32 (0) 4 95 12 96 01
34 rue du Taciturne
Brussels B-1000, Belgium

Call for Administrative Assistant (Closed)

FYEG is opening a vacancy for an Administrative Assistant starting as soon as possible and August 2021 at the latest (exact date negotiable) in its Brussels office.

What is FYEG or the Federation of Young European Greens?

FYEG is an international NGO registered and operating under Belgian law. We are a dynamic youth organisation that unites Green youth movements, young Green activists and Green political organisations from all over Europe. We organise youth projects, summer camps, international trainings, conferences, campaigns, direct actions and serve as a youth lobbying organisation and a platform for the exchange of ideas and knowledge among European Green. You can find more about FYEG at https://fyeg.org/who-we-are.

Role description

The Administrative Assistant supports the Secretary General and Office Manager in the daily administration of the FYEG Secretariat. They are mainly responsible for: 1. Managing the Secretariat general inbox and office space; 2. Managing the application and reporting processes for administrative grants; 3. Supporting the planning and implementation of FYEG’s statutory activities; 4. Managing daily accounting.

This is a junior position requiring organisation and time management skills, meticulousness, responsibility, ability to coordinate different requests and to take initiative. The Administrative Assistant reports to the Secretary General and the Executive Committee of FYEG.

Responsibilities:

  • Manage the Secretary General and FYEG general inbox;

  • Manage FYEG’s office space, supplies and equipments, including maintenance and purchases;

  • Manage deliveries and land mail;

  • Coordinate the administrative grants requirements, including drafting the applications and reports, preparing supporting documentation and monitoring the timelines;

  • Coordinate the logistics for FYEG’s statutory events (General Assembly, Member Organisations Forum, Executive Committee meetings and study visits);

  • Support the planning and implementation of statutory activities, including drafting calls and programs, communication with participants, monitoring timelines, etc

  • Record all expenses and revenues in financial spreadsheets or accounting softwares;

  • Prepare bank transfers and bank statements;

  • Collect and prepare all financial documentation for general and project reporting;

  • Prepare invoices for third parties and follow-up with service providers and suppliers;

  • Support FYEG’s Executive Committee and Secretariat with ad-hoc tasks.

Requirements:

  • Basic experience in administrative and secretary work;

  • Basic experience in event planning and logistics;

  • Basic experience in bookkeeping and financial reporting

  • Good numbers and spreadsheets skills;

  • Attention to details;

  • Good organisational and time management skills;

  • Ability to take initiative and problem solving attitude;

  • Good computer skills and digital literacy;

  • Proficiency in the English language;

  • Good knowledge of French or Dutch;

  • Excellent people skills and the ability to work in multi-cultural teams and environments;

  • Good teamwork and personal communication skills;

  • Flexibility to travel and occasionally work during evenings or weekends.

Additional assets:

  • Basic experience in grant application and reporting;

  • Understanding of Green values such as ecology, feminism, anti-racism and social justice;

  • Knowledge of other languages;

  • Previous involvement in a local or international youth organisation;

  • Experience of working in the non-profit sector.

Equal opportunity: 

FYEG strives to promote gender balance, diversity and inclusion within its structures. We are committed to creating an inclusive environment based on mutual respect and to promoting active political participation of persons with disabilities and of disadvantaged groups. All applicants are encouraged to submit their application and to self-identify if they wish to, on either their cover letter or CV. In case of equal appreciation on competence and suitability for the position, preference will be given to applicants from disadvantaged groups. In any case responses will remain confidential within the human resource responsibles.

What do we offer?

  • Undetermined half-time employee contract (19 hours/week, working hours negociable)

  • 1000 EUR gross/month salary + 20 days of paid holidays/year

  • Additional benefits (transport and meal-vouchers) worth around 125 EUR/month 

  • Flexible working hours, with possibility for regular telework

Following the COVID-19 pandemic, Belgium has put regulations in place regarding teleworking. It is therefore highly possible that, depending on how the situation evolves, part of the contract will have to be performed remotely through teleworking. It will however never be full-time as part of the tasks for this position require to be present in the office. The selected candidate will in any case be required to be based in Belgium from the start of the contract (exact date negotiable).

How to apply?

To apply, please complete the online Application Form bySunday 6 June 2021 at 23:59 CET. You will be asked to upload a CV and a cover letter explaining your motivation in one single PDF file (maximum 3 pages in total), with your first and last name as the name for the file. Any questions about the position and application process can be sent via email to applications@fyeg.org but only applications submitted via the Application Form will be considered.

 

The cover letter must include the following elements: (1) your motivation for applying; (2) your strongest skills/qualities and how they would be of use for the position; (3) a brief description of your relevant experience.

 

Shortlisted applicants will be contacted by mid-June and an interview and practical assignment for the position will take place online or in Brussels between 15 and 25 June. The selected candidate will be notified at the end of June.