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Administrative Officer

Administrative Officer

CareersBrussels Metropolitan Area, Belgium
Il y a 18 jours
Description de poste

The Joint Office of the European Savings and Retail Banking Group (ESBG) and the World Savings and Retail Banking Institute (WSBI) is seeking to recruit an :

Administrative Officer (m / f / d)

Location : Brussels

About WSBI-ESBG

The World Savings and Retail Banking Institute (WSBI) and the European Savings and Retail Banking Group (ESBG) together represent a strong global and European network of 6,400 savings and retail banks across five continents, serving 1.7 billion customers worldwide . As the world’s oldest and largest international banking association, WSBI-ESBG champions financial inclusion, sustainable growth, and responsible banking, empowering its members to thrive in an ever-evolving regulatory and digital landscape.

Learn more : www.wsbi-esbg.org

About the Role

As an Administrative Officer , you will play a vital role in the smooth and efficient daily operations of our Organisation Department. This position calls for a self-driven, highly organised professional with excellent digital fluency and a proactive mindset. You will be entrusted with a diverse range of tasks that contribute to the success of our international secretariat and its mission.

Key Responsibilities

Administrative Support :

  • Coordinate and execute daily administrative operations to support the Organisation Department.
  • Prepare, issue, and follow up on invoices (sales & purchase) and credit notes with a strong emphasis on digitisation in the context of e-invoicing requirement (Peppol)
  • Process monthly service invoicing including corporate credit card reconciliation
  • Support the coordination process with the external accountant in the context of the monthly VAT declaration and of the accounting requirements
  • Process payments accurately and on time via Isabel 6
  • Manage contracts and compile statistics
  • Liaise with public authorities and manage formal administrative interactions including updating the Universal Beneficial Owner (UBO) register / Transparency Register / Moniteur Belge / Banque Carrefour Enterprise (BCE)
  • Documents preparation (confidentiality agreements, translations, holiday sheets letters, letters...)

Digital Tools & Process Optimisation :

  • Support the maintenance of WSBI-ESBG CRM, extranet and intranet databases by adding and removing contacts / organizations and updating distribution lists
  • Administrate and manage the document management workflow is the process used to collect, store, manage, edit, remove or categorize all documents within an organization.
  • Assist in implementing, maintaining, and improving internal digital tools and collaborative platforms.
  • Contribute ideas and support efforts to streamline workflows and enhance operational efficiency through digitalisation.
  • Operations & Archives :

  • Support the organization of events organized by WSBI-ESBG (room and computer setup...)
  • Organise, update, and maintain internal archives and records
  • Participate in the HR onboarding and offboarding process
  • Your Profile

  • Education : Bachelor’s degree in business administration, management, or a related discipline.
  • Experience : 3+ years professional background in administrative support functions, ideally within an international or multicultural organisation.
  • Skills :
  • Languages : Excellent command of French, with a very good level of English; Dutch and additional EU languages are a plus.
  • Communication : Excellent written and verbal communication skills are essential for interacting with colleagues, clients, and other stakeholders.
  • Organization : Strong organizational skills are needed to manage multiple tasks, prioritize effectively, and maintain an organized workspace.
  • Problem-solving : The ability to identify and resolve administrative issues efficiently is crucial.
  • Time Management : Effective time management skills are necessary to meet deadlines and manage multiple projects simultaneously.
  • Computer Literacy : Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) is typically required. Familiarity with office equipment and software is also expected.
  • Attention to Detail : Accuracy and attention to detail are important for tasks like data entry, document preparation, and record-keeping.
  • Confidentiality : The ability to handle sensitive information with discretion and maintain confidentiality is vital.
  • Interpersonal Skills : Strong interpersonal skills are needed to build positive relationships with colleagues and stakeholders.
  • Teamwork : Administrative officers often work as part of a team, so the ability to collaborate effectively is important.
  • Agicap / Organica / Zoho / ClickUp / Organica / Billit (Optional, but beneficial) : Experience with project management and collaboration tools like Agicap / Organica / Zoho / ClickUp / Organica / Billit can be a significant advantage
  • What We Offer

  • A dynamic and supportive work environment within a prestigious global banking network.
  • A multicultural team based in the heart of Brussels.
  • Competitive salary and attractive benefits package, including group and health insurance, meal vouchers, and extra-legal holidays.
  • Opportunities to take initiative, shape workflows, and contribute to digital transformation projects.
  • A workplace that values professional growth, creativity, and collaboration.
  • How to Apply

    Are you ready to be part of an organisation that makes a difference in the global banking landscape? We’d love to hear from you!

    Please send your cover letter (explaining your motivation, relevant experience, and availability) and an up-to-date CV to hr@savings-banks.com no later than 31 July .

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