Administrative Assistant

IBF International Consulting

Administrative Assistant

IBF International Consulting

Brussels, Belgium

IBF International Consulting (www.ibf.be) is a European development consultancy founded in Brussels in 1977 that is working on co-operation projects financed by international institutions like the European Commission and the World Bank.

Our main fields of expertise are economic development, institutional support, education and social development. IBF has managed projects in more than 150 countries worldwide. IBF employs 70 permanent staff and has about 250 experts in the field.

IBF is one of the most successful companies in EC’s Framework Contracts, with over 20 years of experience, and it is currently involved in nine framework contracts managed by EuropeAid (Framework Contract SIEA Lots 3, 4, 1 and 5 and Framework Contract FPI Lot 1 and 4, DG Environment, DG Home and DFID).

Job Purpose

The Administrative Assistant will mainly support on a day to day basis the FWC Unit in tendering for and managing Framework contract assignments. However, since the PST works across different Units, occasional support to the TC Unit may also be required.

Duties and Responsibilities

The Administrative Assistant will be responsible for processing incoming Requests for Services. This include:

  • creating missions on the system created by IBF for the management of projects (MPIS);
  • informing the partners and colleagues of new missions received;
  • acknowledging receipt of the request to the senders;
  • preparing relevant documents:
    • Preparing and following up Contractual Documents (LoC) and Addenda- including Request for Advance Payment;
    • Preparing Experts' contracts and addenda;
    • Preparing Order Forms for Service providers;
    • Occasionally assisting experts' obtaining VISA;
    • Verify experts' references;
    • Following-up reception of closure note and evaluation form;
    • Printing and submitting hard copies of outputs (reports, final invoices etc.);
    • Checking and updating the MPIS on the 5th of each month, ensuring accuracy and completeness of the information registered;
    • Updating and creating templates to be registered in the public system and be disseminated to the team;
    • Follow up logistic arrangements with IT staff for welcoming new colleagues and guests;
    • Backing up the TC Administrative Assistant during his/her absence or through heavy workload periods;
    • Monitoring FWC PMs' emails during their absence;
    • Any other administrative and logistic tasks that can be required within the scope of activities of the Project Support Team.

The Administrative Assistant will also be responsible for:

  • The organisation and coordination of logistics during the preparation and implementation of FWC Consortium Meetings;
  • The publication of important messages on Partner's Extranet;
  • The monitoring of the credentials for partners to access the extranet;
  • The development and monitoring of new practices for the organisation of travels.

Education

  • A relevant Diploma (or degree) in Administrative studies or equivalent experience.

Qualifications and key competences

  • Excellent English verbal and written communication skills;
  • Other language is an asset (French and Spanish);
  • A thorough working knowledge of computers, particularly with Microsoft office applications (Word, Powerpoint, Excel, Outlook) and internet (Email and web);
  • Capability to work autonomously, under pressure (deadlines) and to receive tasks from various persons and units;
  • Attention to details;
  • Team working skills;
  • High level of commitment and integrity.

Contact details

Interested candidates should send their CV with a motivation letter by email to FWCPM@ibf.be by 4/7/2019 - Only shortlisted candidates will be contacted.

Don't forget to mention BrusselsJobs when applying.

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© EuroJobsites 2019

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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