Company: IHE Delft
Location: Delft

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IHE Delft is the largest international graduate water education facility in the world and is based in Delft, the Netherlands. The mission of IHE Delft is to work in partnership to strengthen capacity in the water sector, to achieve global sustainable development. IHE Delft has a permanent staff of 230 of which more than 140 are academics from all over the world, while about 250 guest lecturers from academia and industry contribute to our educational programmes. Each year 750 professionals (including about 200 new MSc students per year) from all over the world attend various water-related courses at IHE Delft. The Institute has an international staff & student community with English as the working language.

As of 1 January 2020, a new governance structure for the new academic departments has been implemented. This will result in 6 new academic departments.

The Head of Department (HoD) will be responsible and accountable for the integral management of a department. HoD will be advised by the different support services of the institute to assure that the decisions are within the limitations (boundary conditions) and constraints of the legal framework as well as the regulations and strategy of the institute. The rectorate will be responsible for the final decision.

Because of the heterogeneity in composition and activities of the different departments, there will be flexibility in the composition of the support required by each department. The HoD, in consultation with the other members of the department, will distribute the tasks required to run the department over the different members of the department. Especially in the academic leadership of the department, the Heads of Chair as well as the (associate) professors will play an important role.

In principle the departments will be supported by a (part time) office manager. In some cases the support may also include a secretary. The exact composition and amount of fte’s of the support staff will be under the responsibility of the HoD taking into accounts the needs of the department and the financial possibilities. For the new position of Office Manager we have vacancies:

Office Manager

0,5 – 1.00 FTE  

Responsibilities

The Office Manager reports to the HoD. The Office Manager ensures the smooth running of a Department on a day-to-day basis and may coordinate a departmental secretary (if such a position is allocated to a department) The main focus of the Office Manager is on providing management support and concentrate on business activities such as budgeting, summarising of finances, project status, etc. In the absence of a Secretary the Office Manager will also perform administrative/secretarial and other supportive activities for the HoD and staff members of the department so that they can perform their tasks in a manner that makes efficient use of time and resources. In case of absence, Office Managers and Secretaries will help out other departments.

The Office Manager supports the operational management of the department. The responsibilities of the Office Manager typically include:

Management support

  • Support of the HoD by analysing data and generating reports such as:
    • Status of time writing
    • Status of project execution (time and budget)
    • financial reports (quarterly, annually)
    • Status of declarations and invoices
  • Plan activities and check the follow-up

Office policies

  • Design and implement office procedures and policies (compare results with the standard and implement improvements)

Administration

  • Manage administrative tasks and procedures;
  • Plan and schedule appointments and remind persons about keeping them;
  • To edit, process and draw up business correspondence;
  • To register, order and manage incoming post/e-mail;
  • Handle inbound and outbound telephone calls and connect them to the right person;
  • Safeguard efficiency by providing proper administrative systems;
  • Inventory management;
  • Organise and take the minutes of meetings;
  • Scheduling meetings;
  • Booking venues;
  • Examination (Masters) scheduling, turnitin etc;
  • Stationary management.

 

Documentation

  • Responsible for archiving (including protection and destruction) of documentation.

Other

  • Keep abreast of new professional and technical developments;
  • To act as the first point of contact for questions from staff and external parties to the HoD/ department and to answer these questions or refer them onwards;
  • Prepare and supervise events;
  • Other emerging activities within the department.

Requirements

At least an upper secondary vocational education in business and administration (MBO) or equivalent (work experience):

  • 5 years of experience in a secretarial position;
  • Knowledge of MS Office (i.e. Excel). Knowledge of Afas Profit is an asset;
  • Fluency in English and Dutch. Other UN languages are an asset;
  • Confidence and good communicator;
  • Demonstrated excellent organisation skills and a proactive attitude;
  • Experience with managing projects and processes;
  • Promoting process improvement;
  • Knowledge of budgeting and reporting;
  • Demonstrated ability to work efficiently in a team.

Terms of employment

This job profile needs to be classified/scaled according to the Collective Labour Agreement for Dutch Universities (VSNU). A competitive salary is offered and depends on qualifications and experience in accordance with the conditions of employment for Dutch Universities. The appointment implies entry into the Netherlands’ Civil Service Pension Fund (ABP).

Information and application

Applications (in English) should respond specifically to the requirements and should be sent before

31 January 2020 (closing date) including curriculum vitae and motivation letter. (as one PDF file with your family name as the filename), to IHE Delft, attn. Human Resource Management

(E: recruitment@un-ihe.org), PO Box 3015, 2601 DA Delft, The Netherlands, stating vacancy-number: 19-OM-01