Administrative Assistant and Office Manager (m/w/d)

The Digital for Development (D4D) Hub serves as a multi-stakeholder platform ensuring dialogue and coordination among Member States (MS), EU Commission, private sector, and civil society to promote, implement and boost the European way of human-centric approach to the digital transformation in partner countries.

The D4D Hub is the key instrument to foster a Team Europe approach with unprecedented levels of coordination, advancing multi-stakeholder dialogue with private sector, academia, and civil society to leverage expertise and resources and share best practices.

The Overall Objective of the D4D Hub is to contribute to the fulfilment of EU global ambition of promoting a fair, inclusive, gender responsive, green, and human centric digital transformation worldwide.

This Hub was launched in December 2020 by the European Commission, European Heads of State, and the D4D Hub partners. Since January 2023, a Secretariat has been set up by Germany, Belgium, France, Spain, and Italy to support the activities.

The Secretariat of the D4D Hub, based in Brussels, is formed by staff recruited by EU member states agencies to work in the general coordination, the thematic working groups, the advisory groups, and the geographic branches.

GIZ is seeking an organised, efficient, and proactive person to join the D4D Hub Secretariat Brussels-based team.The candidate will act as an Administrative Assistant and Office Manager (m/w/d) and report to the D4D Hub Secretariat Global Coordinator.

The ideal candidate will manage office operations and provide administrative support for project-related activities, ensuring smooth and efficient processes. The candidate will play a key role in meetings organisation, travel coordination, and act as a liaison between the internal team and the GIZ Brussels Representation.

Administrative Assistant and Office Manager (m/w/d)

Place of work: Brussels

Duration of the work contract:

– Starting date: 01/12/2024

– Ending date: 30/11/2025

Area of responsibility:

Meeting support and logistics

• Schedule and organise meetings, ensuring all logistical details are in place, including venue identification, catering, supplier contracting, badges, registrations, and participants’ lists.

Travel management

• Coordinate travel arrangements and process travel claims for the team.
• Ensure smooth administrative operations by applying GIZ procedures for travel arrangements.

Office management

• Oversee daily office operations, including managing office supplies and ensuring a well-organised workspace.
• Serve as the main contact point for office rental matters, including liaising with building management for any technical issues.
• Ensure the receipt and distribution of packages and deliveries.

Procurement

• Manage administrative processes related to the procurement of goods and services.
• Act as a key communication point with the GIZ Brussels Representation, ensuring compliance with GIZ procurement procedures.

Digital licenses and database management

• Manage software licenses and ensure operation of digital tools.
• Update and maintain the D4D Hub’s Customer Relationship Management (CRM) system.

Job profile:

• High-school diploma required; university-level qualification is an advantage,
• 1-3 years of experience in administrative or office management roles,
• Professional proficiency in English,
• Knowledge of French or German is an advantage,
• Advanced proficiency in Microsoft Office, including SharePoint, OneDrive, Microsoft Teams, Word, and Excel,
• Affinity for IT skills, with the ability to quickly learn and adapt to various digital tools,
• Ability to work independently with guidance from colleagues, while meeting tight deadlines,
• Proven ability to manage multiple tasks with minimal supervision,
• Strong organisational and time management skills, with a focus on accuracy, speed, and attention to detail,
• A proactive, flexible, and hands-on approach to work.

GIZ offers you an employment contract under Belgian law. This position will be remunerated according to experience. In addition to the statutory holidays, you will receive 5 extra days per calendar year, lunch vouchers, hospitalisation health insurance, reimbursement of a monthly ticket for public transport in Brussels.

Please send your detailed application, CV and certificates to Georgeta Galusca, [email protected]  by 15.11.2024.

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