The Joint Office of the European Savings and Retail Banking Group (ESBG) and the World Savings and Retail Banking Institute (WSBI) is seeking to recruit an:
Administrative Officer (m/f/d)
Location: Brussels
About WSBI-ESBG
The World Savings and Retail Banking Institute (WSBI) and the European Savings and Retail Banking Group (ESBG) together represent a strong global and European network of 6,400 savings and retail banks across five continents, serving 1.7 billion customers worldwide. As the world’s oldest and largest international banking association, WSBI-ESBG champions financial inclusion, sustainable growth, and responsible banking, empowering its members to thrive in an ever-evolving regulatory and digital landscape.
Learn more: www.wsbi-esbg.org
About the Role
As an Administrative Officer, you will play a vital role in the smooth and efficient daily operations of our Organisation Department. This position calls for a self-driven, highly organised professional with excellent digital fluency and a proactive mindset. You will be entrusted with a diverse range of tasks that contribute to the success of our international secretariat and its mission.
Key Responsibilities
Administrative Support:
* Coordinate and execute daily administrative operations to support the Organisation Department.
* Prepare, issue, and follow up on invoices (sales & purchase) and credit notes with a strong emphasis on digitisation in the context of e-invoicing requirement (Peppol)
* Process monthly service invoicing including corporate credit card reconciliation
* Support the coordination process with the external accountant in the context of the monthly VAT declaration and of the accounting requirements
* Process payments accurately and on time via Isabel 6
* Manage contracts and compile statistics
* Liaise with public authorities and manage formal administrative interactions including updating the Universal Beneficial Owner (UBO) register/Transparency Register/Moniteur Belge/Banque Carrefour Enterprise (BCE)
* Documents preparation (confidentiality agreements, translations, holiday sheets letters, letters...)
Digital Tools & Process Optimisation:
* Support the maintenance of WSBI-ESBG CRM, extranet and intranet databases by adding and removing contacts/organizations and updating distribution lists
* Administrate and manage the document management workflow is the process used to collect, store, manage, edit, remove or categorize all documents within an organization.
* Assist in implementing, maintaining, and improving internal digital tools and collaborative platforms.
* Contribute ideas and support efforts to streamline workflows and enhance operational efficiency through digitalisation.
Operations & Archives:
* Support the organization of events organized by WSBI-ESBG (room and computer setup...)
* Organise, update, and maintain internal archives and records
* Participate in the HR onboarding and offboarding process
Your Profile
* Education: Bachelor’s degree in business administration, management, or a related discipline.
* Experience: 3+ years professional background in administrative support functions, ideally within an international or multicultural organisation.
* Skills:
* Languages: Excellent command of French, with a very good level of English; Dutch and additional EU languages are a plus.
* Communication: Excellent written and verbal communication skills are essential for interacting with colleagues, clients, and other stakeholders.
* Organization: Strong organizational skills are needed to manage multiple tasks, prioritize effectively, and maintain an organized workspace.
* Problem-solving: The ability to identify and resolve administrative issues efficiently is crucial.
* Time Management: Effective time management skills are necessary to meet deadlines and manage multiple projects simultaneously.
* Computer Literacy: Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) is typically required. Familiarity with office equipment and software is also expected.
* Attention to Detail: Accuracy and attention to detail are important for tasks like data entry, document preparation, and record-keeping.
* Confidentiality: The ability to handle sensitive information with discretion and maintain confidentiality is vital.
* Interpersonal Skills: Strong interpersonal skills are needed to build positive relationships with colleagues and stakeholders.
* Teamwork: Administrative officers often work as part of a team, so the ability to collaborate effectively is important.
* Agicap/Organica/Zoho/ClickUp/Organica/Billit (Optional, but beneficial): Experience with project management and collaboration tools like Agicap/Organica/Zoho/ClickUp/Organica/Billit can be a significant advantage
What We Offer
* A dynamic and supportive work environment within a prestigious global banking network.
* A multicultural team based in the heart of Brussels.
* Competitive salary and attractive benefits package, including group and health insurance, meal vouchers, and extra-legal holidays.
* Opportunities to take initiative, shape workflows, and contribute to digital transformation projects.
* A workplace that values professional growth, creativity, and collaboration.
How to Apply
Are you ready to be part of an organisation that makes a difference in the global banking landscape? We’d love to hear from you!
Please send your cover letter (explaining your motivation, relevant experience, and availability) and an up-to-date CV to hr@savings-banks.com no later than 31 July.