Office Assistant

The client is a worldwide, not-for-profit organisation with 60 years of experience.

Ede.

The Office Assistant is responsible for assistance in running the smooth and efficient operation of all office management and facilities services in Ede. The jobholder will work as part of the 2 person Secretariat team of the Global Office, within the Operations group.

Tasks and responsibilities

• Day to day office support; receiving visitors, register mail/ post on daily basis, telecommunication, presence registration.
• Updating outlook contacts data base (offices).
• Support office staff with setting up online meetings.
• Assist staff in resolving IT problems and arrange purchasing asrequested.
• Organize farewell and Christmas parties, supporting staff outings.
• Prepare staff meetings agenda and take minutes if needed.
• Ensure that the Office Manager’s credit card overviews are traceable.
• Support HR with planning induction meetings, job interviews.
• Maintain a sufficient inventory of varioussupplies and order office supplies/new equipment as needed.
• Providing support to staff & visitors with regard to visa applications, travel, hotel, taxi arrangements.
• Primarily responsible for arranging and coordinating workshops, meetings and international conferences or events in the Netherlands as well as abroad.
• Maintaining commercial relationships with suppliers(hotels, catering, office stationary suppliers).
• Supporting Project Managers with project contract routings.
• Carry out any other responsible duties which are consistent with the post and aim of the position.

The ideal candidate must have good communications, organisational skills and be able to deal sensitively and helpfully with a range of enquiries and demands, from a wide range of countries and cultures. He or she must also have the willingness to learn new skills and to extend the range of tasks undertaken. Finally the candidate hasthe ability to organise own time and work with a level of initiative and do all thisin a motivated and pro-active way.

Education,skills, and experience

• Full secretarial qualifications on MBO level and a minimum of one year of relevant experience.
• Working knowledge of Windows, MS Word, MS Excel and Outlook, Internet and MS Power point.
• Very good written and verbal communication skillsin English and Dutch.
• Excellent telephone manner.
• Fluent Dutch language skills, good English language skills.
• Experience of working in a multi-cultural office community.
• Additional language skills, for example French or Spanish.
• Interest in environment and development issues.
• Ability to prioritize tasks and work under pressure.

Working relations

• INSIDE CEO, Dir. OND, Dir of Resources, Global Office staff; staff from office network.
• OUTSIDE The suppliers of all goods and services to the Global Office, official agencies, partners, Council members and wider networks.

36 hours - 5 days per week.