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Regional Office Administrator

  • ICANN - Internet Corporation for Assigned Names and Numbers
Brussels, Belgium
Full-time
Published:
  • ICANN - Internet Corporation for Assigned Names and Numbers
Brussels, Belgium
Full-time
Published:

This position is responsible for providing regional support to the Brussels Regional Office. The role will involve managing, planning and carrying out day to day assistance in the operations of the office to include facilities, office supplies, equipment (i.e. copiers, telephones), reception/telephone services, shipping/receiving/postage, and other general administrative duties within budgetary and timing constraints. The role will also be required to work closely with the Managing Director, End User Support, Finance, Human Resources and Security Operations as needed.

KEY RESPONSIBILITIES AND DUTIES: 

Office Operations

  • Maintain the Regional Office Facilities such as coordinate matters related to facilities such as repairs and maintenance; cleaning services etc.;

  • Manage office supplies including stationery, business cards, pantry supplies etc.;

  • Support in the seat allocation & issuance of desk equipment and badge security access for new hires and visiting staff;

  • Liaise with Building Management as the point of contact for compliance with lease contracts, parking services etc.;

  • Support the Head of Administrative Service and the Brussels Managing Director in areas such as the management of the Regional Office contracts, including renewals or relocation as well as renovation works etc.


Administration

  • Coordinates and arranges business travels for staff and hotel reservations for visitors when requested;

  • Mail processing, international shipping/courier and delivery documents;

  • Handle incoming phone calls and the greeting of visitors to the office;

  • Support the Brussels Managing Director in maintaining regional internal communications: arrange conference calls and meetings. Set up and run regular regional calls with Zoom;

  • Assist with the creation of spreadsheets, presentations and communications, and publish documents to staff weCANN, website and regional google drive;

  • Support the dispersed team and act as liaison between the remote team members and the various regional offices across the Organization;

  • Administrative and logistical support for various categories of various meeting types:

    1. In-person, hybrid or virtual;

    2. Internal or external;

    3. In the regional office or at offsite venues.



  • Support to include:

    1. Sourcing, negotiation, and contracting for venues (meeting space, restaurants, etc.);

    2. Procuring required catering, equipment and room configurations;

    3. Implementation of invitation and registration process.



  • Other duties as assigned or requested.


Human Resources Support

Supports the HR department in the arrangement of staff engagement activities and regional events including onboarding, training, and team building activities.

Security Operations Support

  • Supports the Security Operations department with acquiring and upkeep of office-related security, health, and safety equipment and supplies, while also coordinating with service providers to ensure regulatory compliance;

  • Perform Fire Warden responsibilities as part of liaison with Building Management;

  • Furthermore, the candidate should also possess the ability to support the MD and Security Operations department in executing the regional emergency response plan and be capable of independently performing the aforementioned tasks.


REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

  • Broad knowledge and experience in administrative work;

  • Communicate and coordinate with team members across a dynamic, multi-cultural environment;

  • Proficiency using MS Office, and keen to learn new software such as Oracle or similar procurement systems; Concur or similar expense systems;

  • Ability to work independently with limited supervision and multi-task;

  • Strong organizational, verbal and written communication skills;

  • Detail oriented; commitment to quality and ethics;

  • Excellent time-management and follow-up skills required;

  • Ability to handle confidential matters with discretion;

  • Ability to work in a fast-paced, diverse work environment.


EDUCATION AND EXPERIENCE REQUIREMENTS:

  • Associate’s or Bachelor’s Degree/Diploma in Real Estate/Facilities or equivalent;

  • Candidates with certified Fire Safety Manager (FSM) will be highly advantageous;

  • Minimum six (6) years related administrative experience with a good understanding of office management processes;

  • International experience preferred.


LANGUAGE:

  • Fluency, both written and spoken, in English is required;

  • Fluent written and spoken language skills in any of the other official United Nations languages is preferred.


WORKIN CONDITIONS AND PHYSICAL REQUIREMENTS:

  • Work is performed in a normal office environment with limited privacy and some exposure to background noise;

  • While performing the duties of this job, the employee is frequently required to stand and walk. The employee regularly is required to sit. The employee is frequently required to talk or hear; use hands and arms to reach, handle or feel. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus;

  • The employee may occasionally lift and/or move up to 25 pounds.

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