Organizational & administrative support (60%)

The intern will learn office processes through supporting the current administration team in the following tasks. The person will have the opportunity to contribute to improvements in administrative ways of working in a dynamic, internationally dispersed unit comprising of around 40 people.

Trainings and learning events support:

• Learn and support teams in the organization and deployment of learning actions such as virtual classes support or face to face (catering, room booking, pedagogical material printing and laminating, communication with participants and facilitators)

• Provides support to the trainers for material ordering (specific, pedagogical or generic such as stationary)
• Ensures the updating of the international mobile staff learner in the HR Database (D635)

HR/Administrative follow-up:

• Provide support in the organization of recruitment & Administrative HR follow-up
• Provides support to the team to edit and follow up of contracts (team and providers), forms (IT, recruitment forms, etc.) and partnership agreements
• Ensures the updating of the L&D staff tracking table (HR Update)
• Organizes briefings and onboarding for new L&D members
• Follows up on other specific HR procedures as needed

Support of the Unit

• Supports the unit in the organization of meetings (i.e. the different weekly meeting or specific pillar meeting) including the preparation of agendas, taking minutes, the archiving of meeting documentation and follow up.
• Supports the unit in the management of information for the online knowledge management platforms such as Kompas and Share Point and manages the key tools for the organization of the unit
• Supports the preparation of documents and Presentations for either internal or external use (Edit and update specific communication tools such as the L&D Offer, L&D activity report)
• Update and maintain tags and search bar to improve learners’ access to the different training offerings.

Ad hoc support (30%)

• Upon request validated by manager, needs and interest the intern will be delegated specific tasks or dossier that he or she will manage.

University work (10%)

• Writing university assignments.

• Have a tripartite internship agreement.
• Fluent English and French (written and spoken).

Education:

• Administration degree, Humanitarian or Development Studies, social studies, Organisation’s Management other relevant degree.

Experience:

• No specific requirements in terms of work experience but having has some form of employment in the past is considered an advantage.
• Demonstrated commitment to humanitarian / development / charity work or volunteering is an advantage.

Professional competences:

• Capacity of analysis and synthesis.
• Data management.
• Planning and organization.
• Good command of MS Office (especially Teams, Outlook, PowerPoint, and Excel) and collaborative Tools (SharePoint, Zoom, Mural...).
• Knowledge of graphic editing tools.
• Knowledge of digital communication tools.

Personal qualities:

• Ability to manage multiple tasks and information simultaneously.
• Team player; ability to coordinate with numerous stakeholders.
• Ability to work autonomously.
• Pro-active and solution-oriented.
• Flexible and capacity to adapt quickly.
• Attention to detail, rigorous.
• Time management.