Office Manager

About the role

The EOSC Association was established in July 2020 as a not-for-profit international Association (AISBL) in Belgium. With already over 210 member and observer organisations from across Europe, the Association represents a single voice for the advocacy and representation for the broader EOSC Stakeholder community in Europe, promoting alignment of EU research policy and priorities. An essential role of the Association is to continuously develop the EOSC Strategic Research and Innovation Agenda (SRIA) which will influence future EOSC activities at institutional, national and EU level.

Just recently, EOSC has been granted special status as a co-programmed European Partnership. This new European Partnership status will fortify EOSC with European funding of almost €500 million and an in-kind contribution of the partners of also €500 million. The aim is to improve the accessing, sharing, and especially the combining and reusing of research data across borders and scientific disciplines. For more information about EOSC, visit https://www.eosc.eu/.

The EOSC Association AISBL is seeking to fill the position of a Communications Officer by 1st November 2021.

In this role you will be part of the Secretariat, which advises and supports the General Assembly and the Board and coordinates the implementation of their decisions. You will be reporting to the Secretary General.

Your responsibilities:

Ensure the smooth, effective, and coordinated running of the Secretariat, including:

  • Assuring the compliance with legal requirements of Belgian authorities
  • Planning and monitoring of finances
  • Administration of HR related matters incl. the liaison with social Secretariat and assuring of payments of salaries and benefits
  • Acting as contact person for landlord, service providers and suppliers
  • Supporting the engagement activities with members, observers, governance bodies and the broader stakeholder community incl. maintenance of CRM database
  • Organisation of events in Belgium and abroad incl. travel and reimbursement management
  • Providing administrative and organisational support to members, governing bodies, and secretariat staff
  • Drafting of agendas and minutes, presentations, and dissemination of documents
  • Responding to internal and external requests for information, handling phone calls, correspondence, and coordination of agendas
  • Developing and optimising administrative systems and procedures

Specific responsibilities in the areas of finance and legal are among others:

  • Monitoring of expenses and income
  • Invoice management and ensuring the collection of annual subscriptions
  • Handling of reimbursements
  • Preparing payments to suppliers and follow up on payments in time
  • Preparing periodic financial overviews and execute budget control
  • Drafting annual budget and final annual accounts presentation
  • Liaison with accountant, auditor, and treasurer
  • Assuring payment of taxes
  • Administering bank and credit cards
  • Assuring compliance with welfare, position of trust, sanctions, labour disability and unemployment regulations and maintain Employment Regulations
  • Assuring compliance with confidentiality and ethical guidelines
  • Maintenance of insurances and contract register
  • Assuring proper notification of AISBL and its governors in Belgian legal contexts

To be successful and perform well in this position you are:

  • Service minded, organised, and take pride in meeting deadlines
  • Deliver quality and results
  • Have good communication skills
  • Familiar with financial administration systems
  • Possess knowledge of European affairs, our Members and the broader stakeholder community
  • Ability to work effectively in a team

Mandatory requirements are:

  • Bachelor’s degree in business administration or similar
  • 2 to 5-year work experience from a similar role
  • Good communication skills with excellent written and oral command of English and French
  • Excellent command of MS Office, good and practical knowledge of IT infrastructure and IT-support
  • Service and result-oriented and ability to solve problems, set priorities and pay attention to detail
  • Capacity to learn and evolve with the job and the needs of the organisation
  • Legal entitlement to work in Belgium

Desired requirements are:

  • Good command of Dutch
  • Experience working in a multicultural, international context and delivering similar functions within a small organisation
  • Experience in event management and bookkeeping

What we offer?

This is an opportunity to work with an extremely motivated, broad, and diverse scientific community that is paving the way to Open Science. You will interact with decision makers within the community, the EU institutions and on member state level and will contribute to enabling impactful science in the digital age.

We offer a permanent position in our newly established office in Brussels. The EOSC Association aims to increase the proportion of women in its staff and encourages suitably qualified women to apply. Female candidates will be given priority in the case of equally suitability, competence, and professional performance. Diversity is a core value of our organization. We welcome applications regardless of nationality, ethnicity, social background, religion or philosophy, age, sexual orientation, and identity.

Office Manager

The EOSC Association AISBL is seeking to fill the position of a Office Manager by 1st November 2021.

In this role you will be part of the Secretariat, which advises and supports the General Assembly and the Board and coordinates the implementation of their decisions. You will be reporting to the Secretary General.

Please send your CV and your cover letter by email referencing “Office Manager” by 15th August 2021 to recruitment@eosc.eu

Posted On:

Closes On: