Office Manager
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Women Engage for a Common Future (WECF)
Hybrid- Career category: Admin, Finance, Fundraising/ Grant management, Human Resources (HR), Logistics/ Procurement, Monitoring & Evaluation /MEAL, Programme/ Project design & management, Legal
- Job type: Job
- Humanitarian or Development: Humanitarian & Development Nexus
- Experience level: Not specified
- Organisation type: Civil Society
- Remote option: Hybrid
- Right to work requirements: Right to work required in advance
- Remuneration: €3,000 EUR-€3,600 EUR / monthly
- Work schedule: Full-time
- Length of contract: Temporary/ Fixed-term
- Deadline: 02/06/2025
- Location: Northern, Southern and Western Europe
WECF (Women Engage for a Common Future) is a unique international network of over 250 organizations across 70 countries working together on climate justice, gender equality, and environmental health. From our office in Utrecht, WECF International collaborates with partners globally to implement projects and advocacy campaigns focused on climate justice, gender equality, and environmental health.
Responsibilities
- Administrative & Executive Support
- Support Executive Director with monthly credit card expense statement, ensuring all expenses are documented with valid supporting receipts.
- Support the Finance & Operations Manager with document preparation including expense statements for key staff and partners.
- Coordinate internal workflows and processes in alignment with Director WECF NL.
- Coordinate the organization and maintenance of SharePoint across all teams, ensuring that folders are structured, content is up-to-date, and unnecessary or outdated files are archived or removed
- Liaise with external technical partner to provide basic support for the organization’s IT and security needs.
Office Management
- Ensure a safe, functional, and welcoming working environment for our team, volunteers, and interns.
- Manage the office access card system and maintain an inventory of office equipment and supplies.
- Handle procurement of supplies, furniture, and laptops in coordination with the Director.
- Be the go-to person for building management and external service providers.
- Act as the main point of contact for building management and external service providers.
- Coordinate office maintenance and safety-related tasks.
- Lead onboarding process by ensuring new staff are equipped with laptops and access to internal systems.
- Organize birthday/farewell gifts and well-being/team-building activities.
Expense Administration
- Hold and manage an organizational credit card for office and event expenses.
- Maintain accurate records and submit timely reports with supporting documents.
- Support Directors and Logistic officer during strategic events like the Climate COP and strategy days with bookings, travel arrangements, and per diem distribution for team members and partners.
What we’re looking for
We are seeking someone who brings both strong organizational skills and a collaborative spirit. You are someone who enjoys keeping things running behind the scenes and takes pride in supporting a mission-driven team
- Based in Utrecht or able to commute readily to the office, daily if needed
- Minimum MBO level or equivalent education
- Good in both Dutch and English
- Minimum of 5 years’ experience in administration, office management, or a related field
- Strong organizational and time management skills
- Proficient in Microsoft Office (Excel, Outlook, Word), MS Teams, and SharePoint
- A proactive, solution-focused and collaborative team member
- BHV certificate is a strong plus (or willingness to obtain it)
- Affinity with WECF’s mission of promoting gender equality and sustainability;
- Valid work permit for long-term employment in the Netherlands.
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