Organization: Cairo Institute for Human Rights Studies Brussels Office (BO-CIHRS)
Location: Brussels, Belgium
Position: Administrative and Financial Associate
Unit: Operations
Starting Date: January 2019
Benefits: Brussels Office - 20 days holiday (+ public holidays), lunch vouchers, travel expenses
Job Type: Full time
Contract: Fixed-term - CDD 1 year
Salary: Salaries are determined based on the employee’s position on the wage scale.
Important notice: Candidates must have and be able to retain the legal right to work in the EU
Are you looking to provide effective support to a small dynamic NGO? Do you have the appropriate qualifications and experience in administration, event planning, and general office support that you wish to use to defending and promoting Human Rights? You always wanted to use your professional assets to contribute to the development of a respected, principled and impactful organization?
This offer will be of interest to you. Please find below a description of the position and of its requirements:
Who we are:
CIHRS is a unique organization that has demonstrated its credibility in the field of human rights and democracy since its inception in 1993. During the many political storms that have come, passed and remain ongoing throughout the MENA region, CIHRS has repeatedly demonstrated its ability to stand above the politics of national interest groups. As a growing and increasingly influential organization, CIHRS remains resolutely committed to its core principles of respect for human rights and justice.
CIHRS and its partners from across the MENA region have contributed to numerous successful international advocacy initiatives. Among many achievements, these advocacy efforts have succeeded in pressuring national governments to modify or halt legislation that threatens freedom of assembly and association, and in mobilizing powerful international organizations such as the United Nations Human Rights Council (UNHRC) to take strong stances on repressive governments violating the basic rights of their citizens.
As a regional organization deeply embedded within the human rights movement in MENA, CIHRS both fosters strong connections with civil society organizations on the ground and effectively engages with major players in the international community. Through decades of activism, engagement and monitoring of regional and global politics, CIHRS has gradually increased its institutional capacity and international reach, largely through the establishment of CIHRS offices in Europe and North Africa. Given its strategic operational setup and broad range of partnerships across the world, CIHRS has a distinctive ability to connect local human rights violations in MENA to global security and stability concerns.
Mission Statement
CIHRS advocates for human rights and democracy across the MENA region. Through the elevation of local voices, CIHRS contributes to the building of sustainable, prosperous, and peaceful societies.
Objectives
To protect public space and advocate for democratic practices across the MENA region, CIHRS aims to engage and encourage interest-driven actors to respect human rights, justice and accountability.
Position description:
The successful candidate will support CIHRS Brussels Office in operating daily office management and in coordinating CIHRS’ events and missions. The associate will also assist CIHRS Finance department in ensuring that proper and robust financial records are kept. In addition, the administrative and finance associate will help ensure that we work in a quality, safe, fit for purpose office environment, representing value for money by assisting the Office Manager with appropriate purchasing, facility and human resources management. This position is key to providing a reliable and proactive administration, event planning and financial function and plays an important role in CIHRS’s continued success and impact. It requires an enthusiastic, confident, well organized, solution driven individual with experience in event planning, use of finance systems, working with Belgian administration and social secretariats, as well as general office procedures.
Being a relatively small NGO with a global reach, and a challenging ambition, this is the right environment for someone who takes a flexible approach and who can adapt to arising issues while respecting local differences.
Duties and Responsibilities:
1- Effective administration,event planning and logistics
- Maintain inventory of office supplies and own re-ordering processes
- Ensure a clean and tidy office environment (overseeing the cleaning services)
- Manage office calendar and meetings keeping record of staff missions, visits and office activities
- Coordinate all logistical, administrative and financial aspects of BO-CIHRS events (i.a. trainings, conferences, receptions) under supervision of the office manager and the administrative director;
- Take minutes of meetings when requested;
- Coordinate visa submissions for participants to BO-CIHRS activities and work permits applications for foreign BO-CIHRS employees;
- Help organize specific meetings and activities inside and outside of the office
- Provide ad hoc administrative support as needed to staff, including those based in other CIHRS offices
- Manage outgoing and incoming post
- Provide additional support as required to the Administrative Director and BO-CIHRS Manager
- Purchasing and procurement of office equipments’ in accordance to CIHRS procedures.
2- Accurate and timely operation of payroll
- In coordination with a social secretariat, own the operation of the monthly payroll processes to ensure staff are paid accurately and on time
- Monitor and report on staff attendance, absences and vacations
- Manage changes and updates to payroll
- Respond to ad hoc queries in relation to payroll
3- Human resources administration
- Facilitate staff recruitment, staffing and staff representation
- Ensure smooth and effective induction of new staff
- Develop and oversee an internship program for BO-CIHRS
- Assist in staff access to training and development
- Assist the Administrative Director and facilitate performance monitoring and evaluation of staff
4- Accurate and timely support to bookkeeping
- Assist in the operation of BO-CIHRS bookkeeping ensuring that financial and assets records are kept accurate and up to date
- Process invoicing and handle all procurement processes
- Process expense claims
- Report monthly and annually to the Financial Director and accounting services on BO-CIHRS expenses
- Ensure that all regulatory, legal and reporting obligations of BO-CIHRS are met in a timely manner, including financial reporting, taxation, government registration, etc
- Provide additional support as required to the Financial Director
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