Administrative Coordinator

Organization: Cairo Institute for Human Rights Studies

Location: Brussels, Belgium
Position: Administrative Coordinator
Unit: Operations Unit
Starting Date: February 2024
Contract: One year (renewable)
Salary: Salaries are determined based on the employee’s position on the wage scale.

About the Organization

The Cairo Institute for Human Rights Studies (CIHRS) was established in 1993 as a regional NGO dedicated to the promotion and protection of human rights. Its mission is to strengthen the human rights movement within the Arab region. For almost 30 years, CIHRS has played a unique and central role in identifying and responding to the challenges and needs of this movement and helping to shape its development. CIHRS enjoys consultative status with the United Nations ECOSOC and observer status with the African Commission for Human and Peoples’ Rights. CIHRS has received numerous awards for its work, including the French Republic Award for Human Rights in December 2007, and an award from the Library of Alexandria (2010).

About the role

Job Purpose:
We are seeking an experienced Administrative Coordinator to oversee the administrative functions of our Brussels Office and the other offices of the organization. The ideal candidate will be skilled in managing day-to-day office operations, ensuring smooth administrative workflows, and supporting our team with a focus on administrative tasks related to the work of the organization in Belgium, Switzerland, France and Tunisia.

Job Description:
1. Office administration of the Brussels Office:
– Manage day-to-day administrative operations of the Brussels Office.
– Coordinate with external service providers, including liaising with landlords, contractors, and suppliers.
– Ensure compliance with local legal requirements, including permit renewals and registry updates.
– Handle office procurement, including office supplies, furniture, and equipment.

2. Human resources management of the entire organization:
– Oversee human resources tasks including staff onboarding, social security registrations, attendance sheets, vacation balances, holidays and personnel records management.
– Ensure compliance with labor law changes.
– Coordinate recruitment processes.
– Providing guidance to staff on internal policies.

3. Institutional development and policy review of the entire organization:
– Assist in reviewing and drafting institutional policies.
– Participate in external evaluations and meetings related to institutional development.

4. Events and missions’ coordination of the entire organization:
– Visa arrangements for staff and partners.
– Organize logistics for events and missions, including bookings, transport arrangements, and catering mainly in Belgium and France.
– Assist in drafting and distributing staff announcements.

5. Financial support Brussels Office:
– Assist with financial administration tasks including handling reimbursements and supporting documents preparation.
– Coordinate with the Financial Director for specific financial operations related to the Brussels Office.

6. Additional responsibilities:
– Liaise with external partners and institutions for financial and administrative matters.

About the Candidate

It is highly desirable for a successful applicant to possess or be able to demonstrate the following qualifications, knowledge & experience, and skills:
– A university degree business administration, finance, social sciences, or in a relevant discipline.
– A minimum of two years of experience in administration or in a similar field.
– Experience with non-profit organizations.
– Experience with event organization.
– Strong commitment to, and passion for, the principles and practice of human rights.
– Excellent verbal and written communication skills in English and French; Arabic will be considered a strong asset.
– Excellent organizational skills and attention to detail.
– Excellent interpersonal skills, with the ability to work independently as well as part of a multi-cultural team.
– Ability to represent CIHRS and interact with a variety of partners and government administration.
– Ability to prioritize and deliver to tight deadlines.

Conditions

– 1-year contract subject to a 3-month probation period. Renewal is subject to evaluation.
– Commencement: Immediate.
– Working hours: Full time.
– Based: Brussels, Belgium.

Commitment to Equality

CIHRS is committed to ensuring equality and non-discrimination on grounds of sex, race, religion, or belief in its hiring process. CIHRS is a multicultural environment that celebrates diversity. All employees are expected to promote and act in a manner that ensures a non-discriminatory, open, and sensitive approach to others from different backgrounds and cultures.

Benefits

– Paid vacation allowance of 20 working days per year plus national holidays; sick leave allowance according to CIHRS internal policies. Compensation days if required to work outside of contracted hours.
– Restaurant tickets and contribution to public transportation.

How to Apply

Please submit your completed application by sending a motivation letter and an updated CV to [email protected] with the subject title: “Administrative Coordinator – Brussels”.

Please indicate your availability clearly in the motivation letter.
– Incomplete applications will not be considered.
– Only shortlisted candidates will be contacted.
– The deadline for applications is 28 January 2024.

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