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Office Support Administrator

  • MUFG - Mitsubishi UFJ Financial Group
Brussels, Belgium
Full-time
Published:
  • MUFG - Mitsubishi UFJ Financial Group
Brussels, Belgium
Full-time
Published:

We are currently recruiting for an Office Support Administrator for our Management Support Office in Brussels.

MUFG Bank Europe N.V. (MBE) is a fully-owned subsidiary of Mitsubishi UFJ Financial Group (MUFG), one of the largest ranked Financial Groups in the world in terms of assets. A world-class set of businesses and more than 180,000 employees in 50 markets. MUFG offers stability in an ever-changing market, providing services to high-profile clients worldwide.

For more than 50 years MBE offers corporate and investment banking services to both Japanese and non-Japanese corporate customers in The Netherlands and, through its branches. The goal is to be among the top performing foreign-owned banks operating in The Netherlands, providing value-added banking services and excellent operations, fulfilling both Japanese and Global Multinational Corporate customers' needs.

At MBE we are committed to contributing to a more sustainable future. Thus, we will encourage you to embed environmental, social & governance (ESG) factors in your everyday work and in our culture.

The MBE subsidiary based in The Netherlands is a network of branches (Germany Branch (Dusseldorf, Hamburg, Frankfurt, Munich), Spain Branch (Madrid, Barcelona), Belgium Branch (Brussels), Austria Branch (Vienna)), managed from Amsterdam.

YOUR IMPACT AT MUFG:

You will report to the Head of Belgium by providing a range of HR services to the employees in the Brussels Branch, using initiative to resolve queries and processes in an accurate and timely manner, including time management and administrative support.

In addition, you will support the Head of Belgium in the administration of the budget control on general expenses as well as the administration in relation to the range of facility services for the Brussels Branch. You will provide daily support to the branch in terms of general administration and office management, under the supervision of the Head of Belgium.

THE ROLE INCLUDES THE FOLLOWING:

Conduct expenses administration, including the consolidated General Administration budget application and follow-up utilisation under the supervision of the Deputy Head of Belgium

  • Manage and process invoice payments and bookings for personnel and non-personnel expenses, rent payments, withholding tax through local cash management system;

  • Support with reconciling banks statements, suspense account reporting and other internal controls;

  • Manage control of suspense accounts of the branch and report to local management and to Amsterdam Finance;

  • Manage the investment bookings and office investment inventory;

  • Maintain the general ledger accounts;

  • Prepare and control all documents in relation to Belgium administrative authorities (professional, social, tax…);

  • Ensure accurate and timely submission of financial information/reports (statistics, regulatory) to local management, MBE and to external regulators/institutions (NBB, Febelfin, FSMA);

  • Support the Country Head in the preparation and control of the annual budget and audit.


Management of office utilities and facilities

  • Ensure accurate vendor management;

  • Liaise with external suppliers concerning purchase of office equipment and supplies;

  • Examine and renew maintenance agreements, rental and insurance contracts;

  • Ensure that premises are adequately maintained including the administration of the Brussels Branch security system (alarm, vault access);

  • Ensure a professional car park management (insurance, taxes, damage reports, etc.);

  • Process the outgoing and incoming mail;

  • Take responsibility for the maintenance of the Brussels Branch archives;

  • Ensure compliance with the MUFG’s common & internal rules, standards, and reporting requirements, together with all relevant regulatory and statutory requirements.


IN ORDER TO BE SUCCESSFUL IN THE ROLE, YOU WILL NEED THE FOLLOWING:

Skills and experience

  • Bachelor degree required or equivalent work experience in office management/finance;

  • Junior profile with an interest/experience in administration/finance areas is desired;

  • Excellent communication and written skills in English and (French and/or Dutch);

  • At least 1 year of experience performing similar tasks, preferably in the banking industry;

  • Proficiency in Microsoft Office systems;

  • Ability to work accurately with excellent attention to detail;

  • Flexible working style and positive team player;

  • Process driven;

  • Strong organisational skills.


PERSONAL REQUIREMENTS:

Integrity and Responsibility

  • Balance Risk with Opportunity;

  • Customer Focus;

  • Demonstrate Global Perspective.


Professionalism and Teamwork

  • Drive For Results;

  • Collaborate and Build Partnerships;

  • Communicate Effectively and Professionally.


Challenge Ourselves To Grow

  • Influence and Inspire Others;

  • Lead Change & Seek Continuous Improvement;

  • Think Strategically;

  • Manage and Develop Talent.


WHAT DO WE HAVE TO OFFER:

We offer you a role in one of the largest banks of the world in a growing and international environment.  You have various opportunities to develop yourself and we will support you with that by offering various training and development possibilities.

  • We take into account your home situation and your ambitions and help you to balance work and private life;

  • Monthly team events;

  • To work in an ambitious, international environment with colleagues from different countries and cultures, who strive for the best.


Besides that we will offer you

  • Gross salary based on experience and consistent with the market;

  • 8% holiday allowance and 13th month payment;

  • 30 vacation days per year;

  • Commuting allowance based on annual public transport 2nd class;

  • Mental health workshops and budget for external courses;

  • Training & development possibilities paid by the bank;

  • Group insurance / Pension: Participation paid by employer;

  • Hospitalization: Participation paid by employer;

  • Meal vouchers: employer participation 6.91 eur and 1.09 eur by employee per working day;

  • Staff loan: interest rate will be the ECB marginal lending facility rate.


ADDITIONAL INFORMATION:

Acquisition in response to this vacancy is not appreciated.

The role is based in Belgium. All candidates need to be willing to relocate to Belgium. Internal employees will be supported in case of relocation.

For more information regarding this position you can contact our Talent Acquisition Specialist at: recruitment@be.mufg.jp
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