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.

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/Zoho/ClickUp/Organica/Billit (Optional, but beneficial): Experience with project management and collaboration tools like Agicap/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 [email protected] no later than 31 July.