Reception & Admin officer M/W/X

Organization icon

World Wide Fund for Nature

Location icon

Brussels, Belgium

Clock icon

Posted today

Description of the function

Your role

As Reception & Admin Officer at WWF Belgium, your play a key role in the daily life of the office and bring a particular support to the Operations department . As the first point of contact in the WWF Belgium office, you welcome our visitors and provide them with the hospitality and assistance that define the organization. With your administrative skills , great sense of planning and your IT/Facilities mindset , you support our Operations department in its daily administrative tasks.

You adhere to WWF's values and are happy to bring your professionalism and exceptional human qualities to the organization.

Reporting to : COO

Your tasks

1. Provide administrative/organizational support to the Finance & Operations departments:

Listing and filing contracts

Ensuring a centralized filing of the organization's critical documents

Maintaining the travel register and monitoring the carbon budget

Travel requests + per diem berekening

A1 for staff members when travelling

Carrying out legal publications in the ¿Moniteur Belge¿

Adapting the access to the banks and financial institutions when necessary

Following up on insurance contracts and files

ReceptionHub planning

2. Provide support to the organization in general to facilitate its smooth functioning

Responsible for mail: sorting and distributing incoming mail, franking, posting outgoing mail...

Support in booking flights via the AMEX platform

Booking vehicles (Cambio)

Placing orders according to departmental or individual needs: business cards, catering, room reservations, etc

Helping to organize events when necessary: seminars, internal or external meetings, etc

Completing administrative information for certain subsidy files, collecting supporting documents and integrating them into the files

Support the Prevention advisor with administrative tasks

3. Ensure the reception of visitors, to give a positive image of the institution

Welcoming and referring visitors to the people they are visiting

4. Provide back-up for the Executive Assistant to the CEO

5. Provide support and back-up to the IT & Office Manager


Profile description

Your profile:

Bachelor's degree or equivalent , with min. 2 years in a similar function.

Excellent level Dutch (both oral and written) with an excellent level of French and a good command of English . As you will need to write and translate documents.

IT-driven : you handle the full MS Office package, Teams, Zoom. You are keen on learning more and developing your technical skills.

You have a excellent sense of organisation and the capacity to anticipate the unexpected . ¿There are no problems, only solutions¿!

You are rigorous and have an eye for detail.

You are autonomous in carrying out your tasks.

You are diplomatic with your interlocutors (internal and external to the organisation).

You are a reliable person , you are a true ¿Swiss Knife¿ and can handle anything that comes your way!

You understand that in all circumstance's confidentiality is gold.

You are a Panda at heart and adhere to WWF's values: Courage, Integrity, Respect & Collaboration.


Benefits of the position

We offer:

A full-time , permanent contract .

An attractive package including meal vouchers, pension insurance, hospitalization insurance and 100% reimbursement of public transport .

A flexible working environment in respect of your work/life balance : either from home with all the ad hoc IT equipment , or in our pleasant office in the heart of Brussels , easily accessible by public transport.

The chance to learn from experts and (further) develop a career inside the environment and NGO's sector .

The opportunity to contribute to WWF's mission in the world and to share our values .


Additional information
Workplace ,
Contract type : CDI