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 listsAdministrate 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 recordsParticipate in the HR onboarding and offboarding processYour 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 advantageWhat 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 .
