Office Assistant

Job Description/Announcement
Search for Common Ground is the leading organisation in the field of conflict resolution. SFCG's mission is to transform the way individuals, organisations and governments deal with conflict - away from adversarial approaches and toward cooperative solutions. With headquarters in Washington, DC and Brussels and with a presence in 17 countries, SFCG designs and implements multifaceted programmes that aim to resolve conflict and prevent violence. We seek to help conflicting parties to understand their differences and act on their commonalties.

The Office Assistant will support the Office Manager in the administration of the organisation. This position offers a wonderful opportunity to learn about NGO management in an international setting.

Key Duties and Responsibilities

• Answer phones and greet visitors



• Maintain smooth functioning of the office (order supplies, equipment, and phone systems)



• Maintain complete inventory of general office equipment and furniture



• Distribute mail and faxes, and forward email from general Search email address to appropriate staff



• Liaise with vendor, service providers and suppliers, ensuring that we get best value for money



• Develop, implement and monitor preventative maintenance schedules where appropriate to ensure maximum longevity of equipment and safety practices



• Coordinate conference room schedule and maintenance, including setting up/breaking down for meetings



• Coordinate the collection and receipt of messenger/courier items



• Maintain adequate office supplies



• Provide orientation for new employees and interns in the use of general office equipment



• Assist the Office Manager in the allocation and management of space



• Handle visas/travel arrangements for staff and visitors travelling



• Centralize important documents on the server and on hard copy



• Keep databases up to date with contacts from all Brussels staff, liaising also with SFCG Washington on the Database called 'Planet Search'



• Other duties as assigned

Skills

• Fluent Bilingual French/English or Dutch/English with third language a great asset



• Proactive approach to providing a customer focused service to staff and the general public



• Ability to identify and solve problems on an immediate basis



• Knowledge of equipment and facilities maintenance issues



• Excellent communication and interpersonal skills



• Ability to handle multiple tasks and competing demands



• Detail and highly organised



• Highly motivated and energetic



• Proficiency in Microsoft Office applications: very important



• Team player

Desirable

• Graduate in Secretariat or relevant work experience



• Experience of international NGO or corporations



• At least two year's experience in an administrative role, preferably in a similar environment

The position should be filled in for November 1st, 2005.

Please send a letter of application in English, along with your resume in French or Dutch, by September 15, 2005 to Françoise Stassin - Office Manager, Search for Common Ground, 205, rue Belliard, Box 13, B-1040 Brussels, email francoise.stassin@sfcg.be, fax: 02/732.30.33. See our web site www.sfcg.org for full details of our work.