The ECF is looking for an Administrative Assistant to assist for 50% the HR department and 50% the Finance department. The role involves:
Human Resource
• Handling absence administration of employees, including reporting and filing necessary documents on personnel files.
• Recruitment: posting job adverts in collaboration with HR Manager; handling incoming applications; logistical organization of interviews and correspondence;
• Insurances: Handling all administration and updates of leavers/joiners for all ECF locations.
• Personnel files: to make sure all electronic personnel files are complete with required documents and up to date.
• Contract Management: Creation of new employment contracts and collect all necessary documents
• Training sessions: communication dates, tracking attendees, organizing logistics
• Contact sheet: send monthly updated contact sheet and publish on CWKX (intranet)
• Maintaining and updating HR files and documents
• Evaluation process: collecting and chasing evaluation documents
• Audit: forwarding requested information to Finance for annual and mid annual audit.
• Communication with IT and Office Managers on new joiners/leavers
• Management temporary employment contracts
Finance
• Register the invoices into accounting system YOB and collect approvals of all invoices. Once approval is obtained putting in payment folder.
• Prepare Payment batch by checking invoice, registering in banking system and coordinating accounting information with external accounting agency.
• Filing the invoices and grants/reports /payments.
• Creation of folders and filing the original grants and grant acknowledgement letters into respective folders.
• Checking all cash claims and VISA statements and filing of them – also registering in YOB.
• Helping out with the creation, mailing and scanning of Grant Agreements to grantees
Required:
• At least one to two years of professional experience in administration; preferable with basic accounting knowledge.
• Strong administrative skills, excellent attention to detail;
• Ability to work discrete with confidential information;
• Ability to work well in a team but also to work independently and be managed at a distance;
• Solid computer experience with emphasis in Microsoft Office, especially Excel and Word. Experience with Mac an asset;
• Languages: Fluently English and Dutch.
The Administrative Assistant HR & Finance will be reporting to the HR Manager and the Finance & Grants Manager.
Location: The Hague, The Netherlands
Start date: As soon as practicable
Compensation: Competitive
To apply: Please send your CV and cover letter in English to employment@europeanclimate.org. Please indicate ´Recruitment – Administrative Assistant´ in the Subject line. Telephone calls will not be forwarded to the recruitment team. All candidates will however receive a written reply.
Application deadline: 21 August 2013
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