BirdLife Europe, in Brussels is looking for:

Office Assistant – Part time (50% of full time)

1  Introduction

Stichting BirdLife Europe (europe.birdlife.org) is the European Division of BirdLife International, and is one of the six BirdLife regional offices around the world. It is composed of an international team of permanent staff working on conservation, capacity building, policy, management, finance, fundraising, advocacy, science, communication, marketing and administration. BirdLife Europe supports the European and Central Asia Partnership of BirdLife International, which consists of 45 independent, grassroots Civil Society Organisations, governed by a democratic programme.

BirdLife International is a global Partnership of autonomous, national non-governmental conservation organisations, with a large grassroots membership, in 117 countries and territories. BirdLife works together as a Partnership to conserve wild birds, their habitats and global biodiversity, by working with people towards sustainability in the use of natural resources.

2  OVERALL PURPOSE OF JOB

To maintain an efficient office environment by receiving and distributing communications; to manage supplies and equipment; pick-up and delivery items; to welcome visitors. He/she provides administrative and secretarial support to other colleagues in the European Division.

3  TASKS

1 Perform general receptionist tasks.

2 Sort, prioritize and distribute incoming mail/faxes/e-mail and keep records of outgoing and incoming correspondence. Go to the post office when appropriate.

3 Welcome visitors in the office. Arrange the provision of supply of office materials and equipment (stationary, kitchen supplies); help keep office area clean and tidy.

4  Logistic support for the organization of external events.

5  Ensure the systems in the office function efficiently and the basic office equipment functions well for the team to do its job efficiently.

6  Ensure that phone, fax, photocopier/printer, email and IT in office are working well and liaise with relevant people in a timely and proactive manner to ensure they are repaired.

4  Qualifications required:

PLEASE, READ THIS CAREFULLY: Before submitting your application take time to score your qualifications for this job. Remember to be honest, this is the best way to increase your chances to get the job. You need to score each required qualification from 0 to 3: 0 = I do not have this qualification, 2 = basic, 2 = good, 3 = very good). Then sum up the scores to obtain the total. Before submitting your application, please answer to the following questions and you will know whether you are qualified enough to apply to this job:

Question / Answer
Do you score only 2 or 3 in qualifications from 1 to 11? / NO: you are not qualified enough to apply to this job
YES: please pass to the following question
Is your total score more than 45? / NO: you are not qualified enough to apply to this job
YES: you can apply for this job

If you are qualified to submit your application, please attach the next table with your scores to the cover letter.

Please consider that any application sent without individual and total scores or with any 0 or 1 in qualifications from 1 to 11 or with a total score of less than 45 will be automatically discarded.

Essential Qualifications Scorecard
(Score: 0 = I do not have this qualification, 1 = basic, 2 = good, 3 = very good) / Score
1 / Good general education – High School Diploma or equivalent
Experience & Knowledge
2 / Previous experience as Office Assistant
3 / Previous work experience with International NGO networks
4 / Knowledge of general office practices (please refer to the tasks for details)
5 / Knowledge about BirdLife work
Skills & Abilities
6 / Good written, verbal and telephone communication skills
7 / Good computer skills, including MS Office or equivalent, use of e-mails, group messaging and information gathering
8 / Organisation and planning skills
9 / Good interpersonal, networking and team working skills
10 / Problem solving ability
11 / Fluent in English (additional languages are an asset)
Approach to work
12 / Accuracy and precision, attention to detail
13 / Ability to create and follow work plan and prioritise own workload with minimum supervision.
14 / Flexibility and adaptability (multiple assignments, working under pressure, responsiveness to requests, follow-up of decisions)
15 / Willingness to work occasional evenings and weekends as required
Personal disposition
16 / Commitment to nature conservation
17 / Strong self motivation and curiosity
18 / Punctuality
19 / Self confidence
20 / Creativity both in thinking and in executing tasks
TOTAL

5  How to apply:

Please submit the qualification scorecard, a full CV and a comprehensive cover letter (all in English) setting out your reasons for applying for the post and outlining the qualifications experience knowledge and skills that you feel you can bring to the role to:

Closing date: 25 August at midnight. Please consider that applications received after the closing date will be automatically discarded.

6  Short listing and interviews:

Short listing is based on CV, cover letter and essential qualifications scorecard. Successful candidates will be asked to attend face to face interviews and perform an additional test.

Please note that due to the large number of expected applications, only successful candidates will be contacted.

Interview day: 31st August 2015 (9am – 3pm), in Brussels