Office Manager

19 June 2017 Category : Office management

The International Diabetes Federation (IDF) is an alliance of over 230 national diabetes associations with two million members in more than 170 countries and territories. It is committed to raising the global awareness of diabetes, building the evidence of the impact of diabetes, and providing tools for people with diabetes and health professionals.

The IDF Executive Office in Brussels, Belgium, is looking for an Office Manager to manage HR issues and office facilities to create an optimal framework in line with Belgian legislation and IDF values and to ensure an appropriate office environment. The Office Manager will also help coordinate the organization of IDF Board and General Assembly meetings.

How to apply

Interested applicants are requested to send a curriculum vitae and motivational letter by email to Ms Dominique Robert (, indicating as reference the position for which they applying.

Key responsibilities

Human Resources

  • Identifies proper channels of recruitment
  • Writes and prepares employment contracts and job descriptions
  • Manages work permits and handles the settlement of foreign employees
  • Registers the new hires in different insurance schemes (Medical, Group Insurance, family allowances, …)
  • Manages the payroll, lunch vouchers, insurance schemes, fleet
  • Coordinates accident declarations and follow up with insurance broker and company
  • Monitors the vacation planning and absences
  • Implements IDF policies and work regulations and updates them when necessary
  • Handles relationship with the social secretariat
  • Coordinates job reviews and assessments
  • Identifies or organises trainings

Management of safety policy, working environment and facilities

  • Is responsible for the safety policy for the Executive Office (Alarm system, health policy, fire prevention, work accident prevention, …) according to Belgian legislation
  • Controls the quality of providers and vendors
  • Monitors contracts with the various suppliers

Board Meetings and General Assembly

  • Provides assistance for meetings of the Board of Directors (preparation of papers, presentations) and takes the minutes
  • Provides assistance for meetings of the General Assembly

Professional Experience

  • Knowledge level of Master’s degree
  • Minimum 5 years’ experience in working environment
  • Knowledge of Belgian Labour Law related legislation
  • Knowledge of soft and hard HR-tools
  • Experience in office management
  • Knowledge of standard business software
  • Oral and written knowledge of English
  • Oral and written knowledge of either French or Dutch

Personal Profile

  • Excellent organisational skills
  • Good sense of interpersonal relations
  • High sense of confidentiality
  • Ability to thrive in a multicultural and international environment
  • Available to listen and address all staff concerns
  • Self-starter
  • Embraces IDF’s values, ethics and beliefs
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