Office Manager

COCIR is looking for an Office Manager!

COCIR (Comite Europeen de Coordination des Industries Radiologiques Electromedicales et d’informatique de Sante) is the European Trade Association representing the medical imaging, radiotherapy, and health ICT industries. Founded in 1959, COCIR is a non-profit association headquartered in Brussels (Belgium) with a China Desk in Beijing.

We envision personalized and sustainable care that benefits patients, health professionals and healthcare systems. Our industry delivers innovative, data-driven, and safe diagnostic imaging, radiotherapy, and digital health solutions.

Tasks of Office Manager:

 1.       Office administration.

• Facility management: Organize technical interventions, supervise cleaning, badges and conference room.
• (E-)Mail management: File and distribute.
• Contracts: Maintain suppliers inventory including insurances.
• Purchase: Source, supervise and organize necessary supplies.
• Membership registry: Maintain and update.
• Archive on SharePoint: Maintain and update.
• Processes: Maintain processes on finance (membership fees, travel expense claims), HR (holidays, training).
• Reception: of visitors, phone calls, messages.

2.      Liaison with HR and IT services.

• Administration related to onboarding new staff and deboarding leaving staff.
• Liaison with HR on day-to day issues (holidays, sick leave, registration in BE).
• Liaison with IT services on day-today issues (laptop, e-mail account, technical problems).
• Filing of HR documents.

 3.      Finance and accountancy.

• Membership invoices: Preparation and follow-up
• Annual Audit: Provide support and information.
• Filing of accounting documents

4.      Assistance to Secretary General and team

• Diary Management
• Assist in event, meeting and travel organisation and coordination.

 Skills of Office Manager:

 1.       Fluent in English and French. Other EU languages are a plus

2.      Advanced proficiency in Microsoft Office package (Word, Excel, PowerPoint Outlook and SharePoint).

3.      Proficiency in other software packages is a plus.

4.      Utmost attention to detail

5.      team player with excellent networking skills.

6.      excellent communicator. 

7.      accustomed to working in an international environment.

8.     Experience in working with associations is a plus

9.      able to work efficiently with capability to manage numerous tasks together. 

10.   problem solver, pro-active who is capable to prioritise and organise her/his tasks and time independently.

Please send your application including a cover letter and a CV in one pdf no later than 16 February 2024 COB to seebohm@cocir.org.

Only shortlisted candidates will be contacted and invited to an interview.

Do not forget to mention that you found this job ad on the Euractiv Jobsite!