Administrative Officer

Administrative Officer

The Low Impact Fishers of Europe (LIFE) is a European platform uniting small-scale fishers (SSF) to achieve fair fisheries, healthy seas and vibrant communities. As an organisation of organisations from across Europe, LIFE strives to provide a dedicated voice for its members, supporting them to organise regionally, and building their capacity at national and local level both as small producers and as agents of change.

LIFE is seeking a part-time Administrative Officer to join our Brussels Office Team, to work 2.5 days/ 20 hours per week.

The post has arisen due to LIFE’s increasing role in EU level projects. We have an increasing need to coordinate a widening diversity of activities and to provide detailed financial and administrative reports in a timely fashion following strict guidelines. Over the coming period, the number of projects we engage in is likely to increase, and the role of Administrative Officer may be developed into a full-time post with associated increased levels of responsibility and remuneration.

LIFE Brussels Office is responsible for maintaining relations with the European institutions, with LIFE’s members, for coordinating activities, for project administration, bookkeeping and accounting, and for maintaining records.

Since the Covid pandemic, LIFE has adopted a flexible approach to homeworking/ teletravail. Our headquarters is registered at an address in Brussels where we have co-working arrangements, as well as access to meeting rooms and other facilities as and when required.

The Administrative Officer will work as part of a team helping to ensure the smooth running of LIFE’s activities. In particular he/she will provide administrative support to several new projects in which LIFE will be increasingly engaged in the coming period.

The post holder will be fluent in English and French. Competence in other European languages is an asset.

An important part of the job will be to develop an efficient but simple system of bookkeeping and to monitor budgets, income and expenditure effectively. A good working knowledge of bookkeeping systems in general is essential. Familiarity with EU funded projects (Horizon, Interreg, EMFAF etc.) and the Belgian financial reporting requirements (Moniteur Belge/ MinFin) will be a distinct advantage.

More information about LIFE can be found on our website www.lifeplatform.eu .

MAIN AREAS OF RESPONSIBILITY

The post holder reports to the Executive Secretary, with the main areas of responsibility outlined below

1. ADMINISTRATION/SECRETARIAL

• Collaborate/ share tasks with other LIFE staff for making necessary travel arrangements, including arranging trains, flights, hotel and venues bookings as required
• In liaison with the Executive Secretary/ LIFE staff process orders and invoices, maintain records of expenditure and monitor budgets
• Manage and monitor the organisational planning and reporting timetables.
• Maintain filing systems and records for all documents – including managing HR files and contacts with Belgian social security services/ LIFE’s Mutuel.
• Maintain and help to develop LIFE’s bookkeeping, accounting and financial reporting systems.

2. MEETINGS and EVENTS

• Collaborate with other LIFE staff to organise meetings by preparing and circulating agendas & documentation, in particular, for LIFE Board meetings and Annual General Assembly
• Take responsibility for meeting logistics, interpretation and associated equipment
• Take minutes of meetings as required, arrange translations as necessary and track action points

PERSON SPECIFICATION

Listed below are the requirements needed to undertake this job. Selection of candidates will be based on the extent to which these requirements are met.

Administration/Secretarial/Accounts

• Proven experience in a related role
• Experience of working with minimal supervision
• Experience of and familiarity with Microsoft Office software (Word, Excel, Outlook, Powerpoint, etc) packages, bookkeeping software (Winbooks, Odoo etc), and video conferencing systems (Zoom, Teams etc)
• Experience of administering meetings, including minute taking
• Experience of the administrative needs of EU projects (Horizon, Interreg, EMFAF etc.)
• Experience of Belgian official account coding and bookkeeping requirements (Moniteur Belge/ MinFin)
• Experience of working with a similar organisation

Logistics

• Experience of organising conferences, workshops and meetings etc.(taking charge of travel and accommodation, venue bookings, catering, etc)

Communication

• A high standard of written and oral communication skills
• Fluency in English and French (both written and verbal)
• Fluency/ competence in other EU languages an asset

Personal Qualities

• A high degree of motivation and professionalism
• Excellent interpersonal and team working skills
• Respect for confidentiality at all times
• Attention o the detail and organisation, especially when it comes to the bookkeping tasks
• Ability to develop effective working relationships at all levels, and to take on leadership roles
• Ability to work unsupervised and with a high level of initiative
• Proactive, creative and flexible in finding solutions to problems
• Ability to remain calm and deliver to tight deadlines under pressure
• Takes in information and learns new skills quickly

Flexibility and reliability

• Willingness to work unsocial hours occasionally if required
• Willingness to travel within Europe if required

Pay and Conditions

Based in Brussels, eligible to work under Belgian law and immediately available.

This is a part-time post, starting Euros 1.250 per month, depending on experience. Remuneration package will include contribution to homeworking costs (internet, electricity etc.), travel and ecocheques/ cheques repas. If you are interested, please send a CV + Cover letter in English to [email protected] . Deadline for applications is 15 July and interviews will take place in Brussels or online on the week of the 22nd of July, with a view to start in August/September 2024.

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