Head of Administrative Affairs

  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Mid Career / Advanced
  • Posted
    Sep 03

Position description

Our client is an international federation operating in the field of sustainable development. Their main mission is to offer a wide scope of services to their members, ranging from monitoring EU legislation developments to enhancing the exchange of best practices through the organisation of workshops and conferences. They are located in the city centre of Brussels and count +/- 70 staff.

They are today looking to recruit an Office Manager for the global growth department:


  • To oversee the administrative activities that facilitate the operations of the 15 satellite offices worldwide
  • To ensure the smooth running of these offices by coordinating HR, finances, compliance, information in collaboration with local Heads of Office, and HR, Finance and Legal Departments in the Brussels HQ
  • To escalate issues internally and ensure smooth and transparent communication between the headquarters in Brussels and the satellite offices
  • To work closely and report to 3 Regional Directors and to the Secretary General
  • To coach and lead the department Assistant



Main responsibilities will be

  • Coordinating the financial administration of the department and overseeing the financial administration and budget of the satellite offices together with each Head of Office
  • Processing outgoing and incoming invoices and payments
  • Ensuring that all information is validated and gathered on time by all Heads of and that the whole process complies with company regulations, rules and policies
  • Managing the general administration of the department in compliance with Bylaws, internal rules, under the supervision of the Executive Board and the company governance and policies
  • Being the SPOC between the local Heads of Offices and the HR department in Brussels in order to ensure the smooth management of all HR aspects in satellite offices (contracts, job descriptions, labour costs, recruitments, trainings, and development, etc.)
  • Coaching and supervising the department Assistant based in Brussels
  • In collaboration with an external Lawyer, the Finance Director and the Secretary General office, coordinating compliance aspects of the regional offices (review of current structures, contracts, legal shapes of structures, tax-related issues, etc.).
  • Facilitating communication and coordinating information sharing with internal and external stakeholders: providing support in workflow management and statutory procedures, travel arrangements, document formatting, etc.
  • Providing team members in Brussels and in the satellite offices with guidance, leadership and support, ensuring their development and well-being in compliance with the company RISE values. Being responsible for ensuring the enforcement of corporate policies and procedures
  • Coordinating the yearly appraisals in collaboration with the regional Heads of Office, ensuring that processes are correctly followed and within the right timeframe. Assisting in developing and implementing clear, and inclusive HR processes
  • Participating in the implementation of an HR strategy based on the promotion of autonomy, employee engagement, cooperation, belonging, creativity, openness and the acceptance of constructive criticism. Identifying and promoting professional growth opportunities for the staff


  • A University degree in a relevant field (such as Finance, Law, Business Administration, HR, International Relations, etc.)
  • At least 10 years’ experience including 5 years in a similar role (Office Management; Administrative coordination involving HR, Legal and Financial responsibilities; high level Executive Assistant experience with project management responsibilities, etc.)
  • An experience in a multinational and multicultural is crucial and so is cultural sensitivity (the 15 satellite offices are located on the 5 continents)
  • Excellent oral and written communication in English. An excellent level of either French, Spanish or German is also required
  • Proficiency in MS Office (Word Excel, PowerPoint)
  • Ability to engage and tackle problems autonomously and in a team, as well as problem-solving skills
  • Maturity, convincing skills, sense of responsibilities, initiative, representation skills, decision-making abilities within tight deadlines
  • Project management skills, process orientedness
  • Cooperative spirit, at ease working daily with virtual teams, multitasking skills, eye for detail and ability to prioritise
  • Keen to contribute in a flexible way to a dynamic yet complex team


  • Starting date: ASAP
  • A permanent, full time contract
  • A competitive salary with a complete benefits package including luncheon vouchers, health and group insurance, 100% reimbursement of transport costs, homeworking (at least 2 days/week), discretionary bonus
  • Location: the company is located in the city centre of Brussels and is therefore reachable by public transport
  • This is a unique opportunity to join a fast-changing organisation and a truly multicultural environment
  • The opportunity to work in an environment that truly makes a difference (sustainable development)

Application instructions

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