Office Manager

3 weken geleden

The Hague South Holland Netherlands, NL Expatriate Archive Centre Voltijd

The Expatriate Archive Centre (EAC) is looking for a knowledgeable, proactive and dedicated Office Manager.


Working hours: part-time, 18 hrs per week (three days per week)

Application deadline: 16 March 2025

Starting date: 1 April 2025

To apply: send a CV and motivation letter (both in English) to welcome@xpatarchive.com. Incomplete applications will not be considered.


A financial test will be part of the assessment. For more information, contact Kristine Racina at director@xpatarchive.com.


All applicants must hold a valid EU work permit.


Job Context:

The EAC is an independent, non-profit foundation based in The Hague. It collects and preserves the life stories of expatriates worldwide for research.


The team includes a Director, an Archivist, an Assistant Archivist, a PR Manager and an Office Manager. The EAC is supported by an enthusiastic team of volunteers and interns of different backgrounds, nationalities, and ages. The EAC prides itself on offering a welcoming environment. It runs a range of programmes designed to help volunteers develop their skills and competencies.


The Office Manager reports to the Director. The working language at the EAC is English.


Responsibilities:

  • Handling incoming correspondence and queries, office administration, document management, filing, staff and volunteer events etc.;
  • Responsible for the financial administration, including payment of invoices, bookkeeping, and preparing budgets;
  • Organising any archiving required within the office and maintaining records of all files stored to allow for easy recall of any archived files, both physical and digital;
  • Delivering HR support, liaising with payroll administration;
  • Assisting in the recruitment and orientation of new staff members and volunteers;
  • Maintaining office policies and managing health and safety procedures;
  • Providing basic IT support;
  • Leading and assisting with meeting planning, including setting up, taking minutes, and catering as needed;
  • Managing secretarial tasks to support the staff and Board;
  • Managing stock for office supplies and groceries;
  • Maintaining an optimal work environment for colleagues at the office and home.


Qualifications and skill requirements for an ideal candidate:

  • 3-5 years of work experience in an administrative role;
  • Knowledge of accounting and financial administration is a must;
  • Knowledge of administrative practices and procedures is a must;
  • Experience with accounting software, and knowledge of e-boekhouden is a plus;
  • Knowledge of human resources management practices and procedures;
  • Strong communication skills with a good command of English and Dutch, both written and spoken;
  • Proficiency in MS Office, with an aptitude to learn new software and systems. Experience with working in the Cloud is a plus;
  • Strong organisational and time management skills and ability to prioritise;
  • Keen attention to detail, with a demonstrated ability to work accurately;
  • Excellent problem-solving skills, capable of resolving issues efficiently and effectively;
  • Ability to manage and motivate volunteers;
  • Self-starter and able to work independently.

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