The International Commission of Jurists (ICJ) is a worldwide organization of judges and lawyers united in affirming international law and rule of law principles that advance human rights. Its strategic goals for 2021-2025 are: (1) to develop, defend, and strengthen international institutions, instruments, and standards on rule of law and human rights; (2) to improve domestic implementation of, and compliance with, international law and standards; (3) to bolster the effectiveness and independence of judges and lawyers; and (4) to improve access to justice for all and accountability. With its Headquarters based in Geneva, Switzerland, ICJ has a presence in Africa, Latin America, Asia & the Pacific, Europe & Central Asia, and the Middle East.
We are recruiting a polyvalent, dynamic and flexible professional to support the work of the ICJ Europe and Central Asia Programme (ECA) and the Brussels office by ensuring efficient office management, HR support, finance support and logistic support. This is a 6-month full-time contract with a possibility of becoming an open-ended position.
RESPONSIBILITIES
Office management:
- Organize office operations such as handling maintenance, mailing, shopping, supplies and equipment;
- Handle incoming phone calls and organize the use of post and courier services.
- Ensure effective communication while representing the ICJ-European Institutions in discussions with the external partners, such as “Moniteur Belge”, ONSS, etc.;
- Manage contracts with Brussels office suppliers & providers: landlord, service providers, cleaning service, etc;
- Handle and maintain office stocks and assets, including through regular inventory;
- Liaise with technicians regarding maintenance of IT, copiers, and printers;
- Ensure the proper up-keep, maintenance and professional appearance of the office premises;
- Perform the role of IT focal point for the ECA Programme, handling IT-related requests and issues within the regional team and coordinating with the IT support company;
Human resources:
- Support ECA Programme recruitment processes from interviews to contract preparation, especially for consultants, including liaising with candidates, scheduling interviews, and ensuring documents filing;
- Upon candidate selection, prepare the contract and follow-up on the signature process;
- Introduce new staff to office procedures and set up their workplace including necessary IT equipment and accesses (e.g.: email address, access to server);
- Process Brussels-based staff monthly payroll with the support of payroll provider (UCM);
- Maintain relationship and communication with external HR providers: Belgian Social Secretariat Services, ONSS, insurances, and meal vouchers provider;
- Coordinate and maintain filing system for ECA staff and consultants file administration;
- For Programme consultants: ensure timely reception and accurate filing of monthly invoices and timesheets, and liaise with Finance Officer of ICJ headquarters in Geneva to ensure timely payments;
- For all Programme Staff: coordinate and maintain filing system for personnel file administration, including personnel contracts, leave forms, etc.; ensure timesheets are submitted in a timely manner and maintain the filing system;
- Prepare timesheets for all ECA Programme Staff members;
- Keep regular communication with the Human Resources Department of ICJ in Geneva on HR related matters.
Logistics:
- Support organization of events, including conferences, seminars, and other meetings, including the choice of providers and liaising with participants;
- Ensure smooth communication with suppliers, timely reception of invoices and other relevant paperwork and ensure proper filing;
- Follow-up on contracts delivery deadlines and ensure smooth relationships with external suppliers;
- Ensure timely reception of suppliers’ invoices, follow-up on ICJ’s internal approval, liaise with the ECA Finance Officer and other staff members to ensure invoices’ payments. Process the monthly invoice payment for office expenses;
- Coordinate and maintain filing system for all needed documents according to ICJ’s internal procedures and donors’ requirements.
Finance support:
- Support the Finance Officer to follow-up and ensure appropriate filing and encoding of credit cards claims, costs reimbursements, per diem, etc.;
- Support the Finance Officer to ensure appropriate encoding of project’s partners financial report in the accounting system;
- Maintain the management of the petty cash of the office;
- Ensure appropriate filing of documentation;
- When required, assist the Geneva and/or ECA Finance Officer with organizational and projects audits by gathering documentation;
- Support in the accounting process.
Other responsibilities relevant for the position
- Contribute to the dissemination of communications and publications across various platforms (social media, newsletters, and the ICJ website) to enhance the ICJ’s visibility and strengthen its advocacy impact;
- When required, ensure the distribution of agendas, background papers, promotional material, and other documents as requested by Legal Advisors;
- Undertake other appropriate responsibilities as requested by the Director of the Europe and Central Asia Programme.
QUALIFICATIONS
Education:
- Higher education diploma or training in business, public administration or similar.
Work experience:
- 2 years of relevant administrative experience. Experience in a similar role in an NGO and/or in an international organization is a strong asset.
Language skills:
- Spoken and written fluency in English (C1) and advanced level in French (B2). Any other languages are a strong asset.
Other requirements:
- Strong organizational, planning, time-management, and analytical skills;
- Attention to detail and accuracy;
- Good team player with excellent interpersonal and communication skills;
- Proactive and hands-on attitude;
- Proficient use of Microsoft Office suite especially Excel Knowledge of online meeting platforms (such as Zoom) is an asset;
- Knowledge in using accounting software is preferable;
- Knowledge of payroll processing systems (such as UCM appipay) an asset;
- Good knowledge of social and work legislation in Belgium an asset;
- Ability to work under pressure and to adapt to changing priorities and needs;
- Commitment to human rights and the rule of law.
The position is based in Brussels (central location). No relocation package is foreseen.
How to apply
Interested applicants should provide all materials outlined below to: [email protected]
- A CV (maximum 2 pages);
- A cover letter (maximum 1 page);
Applications will be reviewed on a rolling basis, so early submissions are encouraged as the ICJ reserves the right to close the recruitment process as soon as a suitable candidate is identified.
Please include “Administrative Assistant” in the subject line of the application e-mail. The ICJ shall not be liable for not opening proposals that are submitted with a different subject.
Please appreciate that due to the volume of applications, only short-listed candidates will be contacted.
The ICJ is committed to the principle of equal employment opportunity and value a diverse workforce. The ICJ’s policy is to practice a fair and non-discriminatory recruitment and selection procedure and to strive for and maintain international and multi-cultural personnel.
Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.
ICJ staff must adhere to its Code of Ethics which states that discrimination, bullying and harassment in any form will not be tolerated, nor sexual harassment, violence or assault in any form. The ICJ conducts systematic reference checks to confirm the absence of such misconduct during previous employments.