PARTNERSHIP ADMINISTRATION MANAGER( PAM)

Job content

PARTNERSHIP ADMINISTRATION MANAGER( PAM)

(full-time)

Friends of Europe (FoE) is Brussels’ go-to-think-tank. We work with stakeholders across Europe and the world to craft bold and innovative recommendations to revitalize the European Project.

We are delivering quality activities as an opinion-leader and partner of choice. The purpose of the role is to reinforce Friends of Europe’s internal organization and ensure that the Partnership Administration Manager (PAM) will work closely together with internal and external stakeholders.

WHAT WILL YOU BE DOING?

As PAM you will be responsible for:

· Working proactively and support the organization in fulfilling its accountabilities and achieving its strategic objectives.

· Maintaining and improving processes and systems that result in efficient administration and daily management of the activities.

· Participating in processes related to Business & Partnership Development, Human Resources and Internal Communications, and playing a key role in attracting, developing and maintaining talents, as well as in dealing with organizational issues and communicating messages internally.

· Being the first Point of Contact (SPOC) for all collaborators in relation to the responsibilities of the Secretary General (SecGen) & his team.

· Managing databases and filing systems.

· Implementing and maintaining procedures/administrative systems.

· Screening telephone calls, enquiries and requests, and handling them when appropriate.

· Dealing with SecGen’s correspondence and arranging travel and accommodation and managing associated budgets.

· Maintaining and updating office systems, including data management, cleaning and organization of the files.

As PAM you will support:

· The partnership Developments & network/ Vip’s ( 40%) by maintaining and updating our key Network & oversee professional and regular contacts with VIPs, in close coordination with the Sec Gen.

o Pro- actively professional liaising with Trustees, key members, key financial partners, key political contacts & young leaders.

o And strengthen the contractual/administrative follow-up with financial partners, in close collaboration with the senior partnership development manager and the finance team

o Business Development activities by using effective forward planning techniques

o The European Young Leaders selection process

o Our Special events in close partnership with the events team

· The Internal organization (30%) by feeding and monitoring of the central calendar

o With organizing meetings, issuing of invitations and tele-/videoconferences.

o With preparing papers and notes for meetings of the Leadership Team, including meetings for the various Boards

o And manage senior/ VIP visitor’s and privileged contacts of the organization

o The internal communication process

· The HR processes (30%):onboarding, recruitment, training & development, performance & talent review, career coaching, exit process, etc.

o With constantly striving to improve quality, time and cost efficiency of our HR processes by sharing experience, best practices and ideas with the Director people, Organization and Processes.

WHAT SKILLS AND QUALIFICATIONS DO YOU NEED TO HAVE?

Education, experience & knowledge

· Have a solid experience of over 10 years in a similar role

· Be fluent in English and French (speaking and writing), Dutch is an asset

· Hold a good knowledge of Microsoft Office

Behavioural competencies & skills

· Hold good interpersonal skills to work in a small, multi-cultural team

· Excellent organisational and writing skills

· Enjoy working in a think tank environment

· Love being at the heart of a business

· Be reliable, loyal and discrete - work with tact and diplomacy.

· Have a ‘yes, can do’ mentality.

· Be self-starter and self-motivated.

· Be pro-active and take initiative.

· Be open to change, willing to adapt and be flexible.

· Be stress resistant and resilient,

· Have affinity with/interest in matters related to people & organization.

· Be a problem-solver

· Manage your use of time efficiently – in exceptional cases be prepared to finalise something outside normal office hours.

WHO CAN APPLY?

This position is only open to nationals of EU/EEA member states or Switzerland, and to non-EU nationals in possession of a valid work permit.

Candidates must be legally and permanently allowed to work in Belgium (no assistance provided to obtain a visa or work permit).

HOW DO YOU APPLY?

The position is to be contracted by December 2021 and will be based in Brussels.

To apply, please send us your CV and a cover letter – each no more than 1 page – indicating the position and your surname in the subject line.

Please use the following subject line: “YOUR NAME, SURNAME – PAM”.

Closing date for applications is 15 November, 2021 (midnight CEST).

Deadline sollicitaties: 15/11/2021

Verwachte startdatum: 1/12/2021

Job Types: Full-time, Permanent

Schedule:

• Monday to Friday