Office Assistant | Oceana Europe
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Office Assistant

Reports to:                         Finance Director Europe.

Location:                           Based in Brussels.

Duration:                          Permanent, part-time 19 h. per week.

 

N.B. Applications will be assessed upon receipt; we therefore encourage early submission. Please note that only selected candidates will be invited for interview.

 

OCEANA’s Mission

Oceana is the most effective ocean conservation organisation in existence.  We are a leader in science-based advocacy, and we campaign for policies to make the world’s oceans more abundant, vibrant, and biodiverse. We operate as a combined international organisation. Through recent expansion, our talented staff consists of about 250 people, working in more than 12 countries, including scientists, communications, policy, and advocacy experts. 

When you work at Oceana, you are part of an organization that literally changes people's lives by protecting the oceans, improving food security, and enhancing livelihoods. Whether you are contributing as a policy advocate, expert, fundraiser, or team member, you play a pivotal role in helping people achieve their goals every day. Our culture is one of talented people working together with a common purpose.

As an Oceana team member, you know that what you do matters. Join us today to protect the world’s oceans and restore them to their former level of abundance!

The role:

The main purpose of this position is to support Brussels office needs by ensuring the smooth running of the office on a day-to-day basis. The Office Assistant will report to the Finance Director (based in Madrid) will coordinate office maintenance, purchase of supplies and office equipment, and carry out administrative duties. The Office Assistant will also coordinate duties to ensure compliance regarding workplace risk assessments and audits. In addition, the Office Assistant will carry out office reception tasks, oversee security and organise events as and when required by the team located in Brussels.

Administration.

  • Coordinate office maintenance, and handle phone calls, mailing, shipping, bills, and errands
  • Regular contact person with office service providers
  • Maintain office supplies and equipment and coordinate purchases as required 
  • Liaise with IT department as and when required.
  • Maintain and updating database for contacts in Brussels office.

Support Brussels campaign team

  • Administrative support to the Senior Director Policy and Advocacy
  • Provide general support to the Brussels campaign team, including organise meetings and events.
  • Follow up on the submission of reports to ensure compliance with existing policies.

Health & Safety

  • Carry out Health & Safety duties required by Senior Human Resources Manager.
  • Conduct Workplace Risk Assessments according to Health and Safety regulations.
  • Assist in regular “Health and Safety” surveillance audits, site wide and other tasks related to Health and Safety.

Candidate Requirements:

Education and work experience:

  • 3-5 years of experience, preferably on an NGO.
  • Bilingual French/English speaker (required).

Skills:

  • Very strong written and verbal communication and interpersonal skills, French and English.
  • Attention to detail, strong follow-through.
  • Problem solving.
  • Results oriented.
  • Ability to contribute effectively to a team working environment.
  • Flexibility.
  • Excellent organizational and time management skills, ability to effectively manage multiple tasks.
  • Willingness to interact with people with different nationalities and backgrounds.
  • Pro-active, strong team player, able to work individually and in a team environment.
  • Good judgment and discretion when dealing with sensitive topics.

Other Requirements:

  • Genuine interest in ocean conservation a plus.
  • Eligibility to work in Brussels.

The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job and are a reasonable representation of its activities.

Oceana is an equal opportunity employer and proud to provide equal employment opportunity to all job seekers. We are actively committed to ensuring that no individual is discriminated against on the grounds of age, disability, gender reassignment, marriage or civil partnership status, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

To apply for the post

Please apply before the 28th of October 2021.

Oceana is an equal opportunity employer and proud to provide equal employment opportunity to all job seekers. We are actively committed to ensuring that no individual is discriminated against on the grounds of age, disability, gender reassignment, marriage or civil partnership status, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

FUNDACION OCEANA is the Controller of the Data Subject’s personal data and informs him/her that these data shall be processed in accordance with the provisions of Regulation (EU) 2016/679 of 27 April (GDPR) and the Organic Law 3/2018 of 5 December (LOPDGDD), for a legitimate interest of the Controller, providing the following information on the processing:

  • Purpose of the processing: to include the Data Subject in the personnel selection processes, analyzing the applicant’s profile with the aim of selecting the best candidate for the Controller’s vacancy.
  • Legitimacy of the processing: unequivocal consent clearly indicated by the Data Subject.
  • Data storage criteria: data will be stored for a maximum period of one year, after which the data will be erased, guaranteeing full respect for confidentiality both in the processing and subsequent destruction. To this effect, once this period has elapsed, and if you wish to continue participating in the Controller’s selection processes, please send us your CV again.
  • Updating data: in the event of any modification to your data, please inform us in writing as soon as possible in order to keep your data duly updated.
  • Data disclosure: Your data may be communicated to third parties because they are necessary to achieve the purpose of the treatment, or by legal obligation.
  • Rights of the Data Subject:
    • Right to withdraw consent at any time.
    • Right of access, rectification, portability and erasure of data and the limitation or objection to their processing.
    • The right to file a claim with the Spanish Supervisory Authority (www.aepd.es) if you consider that the processing does not comply with the current legislation.
  • Contact information to exercise their rights: FUNDACION OCEANA. GRAN VIA, 62 7º Izq.  - 28013 MADRID. Email: europe@oceana.org