Vacancy: Office manager (part-time) | JPI OCEANS

Vacancy: Office manager (part-time)


Vacancy: Office manager (part-time)

The JPI Oceans secretariat is looking for an office manager. If you are interested in an opportunity to join a small, dynamic team that operates internationally, we would like to hear from you!
As our Administrative Assistant you will provide administrative, organisational and information support to a team of approximately six people and an organisation of twenty member countries. 

JPI Oceans?

The Joint Programming Initiative Healthy and Productive Seas and Oceans (JPI Oceans) is an intergovernmental platform that strives to increase efficiency and impact of national investments in marine and maritime research and innovation. By joining forces, JPI Oceans focuses on long-term collaboration between EU Member States, Associated Countries and international partners. The platform provides its member countries with a shared voice, strategic agenda and action plan to address complex ocean-related societal challenges that cannot be solved at national level. JPI Oceans adds to the value of national research and innovation investments by aligning national priorities and addressing them with Joint Actions. 
JPI Oceans is incorporated as an international nonprofit association (AISBL) under the name "Joint Programming Initiative on Healthy and Productive Seas and Oceans", in accordance with the Belgian Act of 27 June 1921 on nonprofit associations. 

Key responsibilities: 

  • Support the director and other staff in organisational and administrative tasks
  • Handle the AISBL’s financial streams including revenues, payments and reimbursements
  • Carry out Belgian and EU administrative processes with regards to the AISBL 
  • Assist in preparing budgets and finance reporting towards member states and EU projects
  • Assist with the organisation and preparation of events, workshops and conferences
  • Organise paperwork, documents and digital information
  • Prepare documents, letters and invitations
  • Feel responsible to keep the office environment well equipped and organised
  • Provide general support to visitors
  • Coordinate schedules, appointments and bookings
  • Other diverse daily support work that may emerge


  • Excellent written and verbal communication skills in English which is the working language
  • Working knowledge of French or Dutch
  • Tech-savvy and good knowledge of Microsoft Office and videoconferencing platforms
  • In-depth knowledge of office management, bookkeeping and accounting procedures
  • Ability to deal with sensitive and confidential information
  • Well organized working style and ability to take ownership of responsibilities
  • Good inter-personal skills and ability to maintain effective working relations


  • Experience in administrative support in an international work environment
  • Experience of working for an AISBL and understanding of the needs of public administration

JPI Oceans offers:

  • The opportunity to work in an international organisation with a dynamic international team
  • One-year contract for a part-time (40-60%) position under Belgian law, with possibility of extension
  • Flexibility in scheduling the working hours
  • Competitive salary 
  • Additional benefits: meal vouchers, internet allowance and coverage of transportation cos
Location:  Rue du Trône 4, 1000 Brussels  

To apply: 

Please submit in one pdf file a cover letter outlining your motivation relevant experience and availability for the position, together with your CV and supporting documents that you consider relevant to no later than 8 December 2019. 
In case of questions you may contact Anders Brudevoll via  
Candidates who are selected for interview will be informed as soon as possible. 
Starting date: As soon as possible

JPI Oceans AISBL  •   Rue du Trône 4, 1000 Brussels, Belgium
Tel. +32 (0)2 626 16 60   •
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