Associate, Administration
Search for Common Ground, Belgium

• Support Search for Common Ground’s systems, policies, processes, procedures, and standards to uphold administrative best practices and compliance
• Provide support to office administration processes and procedures
• Provide daily support to Brussels office administrative needs
• Maintain accurate and up-to-date administration files.

• Coordinate with operations, HR, and finance on, but not limited to office maintenance and equipment repair and servicing, and general upkeep. Procurement, inventory, and audits.
• Coordinate on- and off-site meetings, including but not limited to meeting invitations, organizing meeting rooms, catering, collecting and distributing agendas, including staff meetings, board meetings, and taking notes where necessary.
• Coordinate with Program and Business Development teams on obtaining relevant signatures and assuring correct delivery of documents.
• Process incoming and outgoing correspondence and respond to inquiries, referring these to other staff or externally as appropriate.
• Provide administrative support to international travelers including but not limited to hotel reservations, visa processing, airline travel, and safety and security briefings.
• Maintain accurate and up-to-date administration files, including but not limited to office leases, board meetings and governance-related documentation, service agreements, and employee information/data in a timely manner in the internal and external systems and databases.
• Update staff members’ and interns’ data on external provider’s platforms (absences and vacation days, insurance, meal vouchers, etc.).
• Respond to routine requests using existing policies and/or guidance documentation
• Support recruiting processes, including advertising open positions, scheduling interviews, interview packets, and reference checks.
• Provide administrative and operational support to new employee orientation and onboarding, including announcements/communications, scheduling orientation, creating orientation packets, etc. whilst collaborating with finance, administration, programs, and IT.
• Support preparation of documentation (i.a. powers of attorney, contracts, registration of Search officers) and coordinate its distribution and correct filing.
• Act as safeguarding and security and safety (Samp;S) focal points, including but not limited to supporting the update of the Samp;S plan, maintaining the health and safety of the office, and plan Samp;S training for staff as appropriate.
• Infuse organizational values in all work.
• Other duties that are broadly in line with the above key contributions as assigned.
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• Engages and communicates effectively across functions and across teams.
• Participates in external meetings.
• Builds relationships and engages effectively with collaborators.
• Uses resiliency and exhibits flexibility and adaptability to changing tasks and team priorities.
• With oversight by the supervisor, writes technical sections for team documents, briefing materials, and presentations.
• Works across functions from a multicultural perspective that reflects consideration of other cultures, other viewpoints, and other ways of doing things.
• Sensitively recognizes ethical situations.
• Focuses on the key objectives of a task or project.
• Creates accurate, organized, and timely work.
• Is resourceful with time management and technology to prioritize tasks with limited supervision.

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