Administrative Officer

Administrative Officer

(Grade B3)

Energy Charter Secretariat

Brussels, Belgium

The Energy Charter Conference (Conference) is an intergovernmental organisation and the governing and decision-making body established under the Energy Charter Treaty (ECT). The ECT provides a legal framework to promote cooperation in the energy sector, including investment, trade, transit, dispute settlement, and energy efficiency. The Conference is supported in the performance of its functions by the permanent Energy Charter Secretariat (Secretariat), seated in Brussels, Belgium¹.

Rules governing the relations between the Secretariat and its staff and Belgium are defined in the Headquarters Agreement between the Kingdom of Belgium and the Conference.

The Staff Regulations and Rules, as approved by the Conference, set out the fundamental conditions of service, including the duties and obligations, as well as the basic rights, of the Secretariat’s staff.

The Code of Conduct (Staff Regulation 2(c)) sets forth the framework and standards for the personal and professional conduct expected of the Secretariat’s staff.

The Secretariat invites applications from suitably experienced candidates for the post of ADMINISTRATIVE OFFICER.

Deadline for applications: 4 February 2026

The position is temporary and classified at B3 level under the Coordinated Organisations’ system and offers an attractive international remuneration package. The appointment will be made on a fixed-term basis until 31 December 2026, with the possibility of extension². The appointment may be subject to a probationary period, in accordance with the Staff Regulations and Rules.

The detailed job description, qualifications, and required competencies are provided in the Annex to this vacancy notice.

The Secretariat is an equal opportunities employer and is committed to diversity and inclusion. Recruitment is conducted without distinction as to gender identity, sexual orientation, race, religion, cultural or ethnic background, or disability. Female candidates are strongly encouraged to apply.

Application Procedure

Applicants are requested to submit the following documents:

1. A motivation letter outlining their interest in the position;
2. A curriculum vitae (CV);
3. Two reference letters: preferably one from the current immediate supervisor and one from a previous immediate supervisor. If providing a reference from the current supervisor is not possible at this stage, please provide letters from the last two supervisors;
4. Contact details of the current and most recent employer(s).

Candidates under serious consideration will be subject to reference and employment checks to verify the information provided in their applications. The Secretariat reserves the right to contact the applicant’s current and most recent employer(s) and supervisor(s) as part of this process. By submitting an application, candidates consent to the verification of information provided, including reference and employment checks.

The evaluation process may include a written assessment and/or an interview.

Application submission instructions

Applications should be addressed to the Secretariat and submitted by email to: [email protected].

Applicants should provide the relevant documents in the same order as listed in the Application Procedure section of this vacancy notice in a single PDF file and quote “[Name] – Application for Administrative Officer” in the subject field.

Applications that do not include all required documents or are not submitted in the requested format may not be considered.

Applications must be received no later than 4 February 2026, 23:59 CET. Acknowledgements will only be sent to short-listed candidates.

The Secretariat reserves the right to extend, cancel, or suspend this recruitment process at any stage.

Further information on the Secretariat and its activities is available on the International Energy Charter website.

Disclaimer: Only those candidates selected for an interview will be contacted. All personal information contained in the CV and application will be duly processed by the Secretariat only for the purposes of the recruitment. You can change your data or have them deleted at any time. If you have any questions or comments, please refer to [email protected].

JOB DESCRIPTION

Under the authority of the Head of Unit for Administration:

1. Coordinate recruitment and appointment procedures, including the vacancy announcements, management of applications and interviews, and preparation of selection and appointment documentation;
2. Handle HR related-matters, ensuring proper maintenance and confidentiality of personnel files and HR records, and maintaining such files up-to-date;
3. Prepare and dispatch official correspondence, notes verbales, memoranda, and circulars on behalf of the Secretariat, in line with established practice and diplomatic protocol; maintain a correspondence log;
4. Assist in the management of facilities and office services, including maintenance of office premises, security, and procurement and purchase of daily operational supplies and services for the office;
5. Provide administrative and logistical support in the planning and execution of the annual meeting of the Energy Charter Conference;
6. Liaise with host country protocol authorities regarding official identification documents for staff and visas for family members of officials;
7. Assist in the preparation and submission of quarterly reports to host country authorities, including updates to the Ministry of Finance regarding VAT exemptions and dispensations;
8. Assist in liaising with the Secretariat’s designated insurance provider and management of insurance coverage matters for the Secretariat;
9. Prepare and maintain a comprehensive database of contacts, including but not limited to delegates from Member and Observer States of the Energy Charter Conference, representatives from partner organisations, and contact information for focal ministries, embassies, and relevant agencies;
10. Responsible for uploading and disseminating all relevant documents on the Secretariat’s website for delegates, ensuring the timely and accurate availability of materials;
11. Maintain the Secretariat’s website, social media accounts, and internal databases, ensuring timely updates, cybersecurity safeguards, and functional alignment with organisational needs;
12. Design, implement, and internally maintain administrative applications and tools (including spreadsheets, databases, and tracking systems) to support financial and operational reporting;
13. Organise and support official travel arrangements for the Secretariat staff and coordinate logistical arrangements related to staff relocation;
14. Prepare and maintain records of contracts for consultants, ensuring compliance with procurement and service regulations;
15. Manage administrative procedures related to secondees, research fellows, and interns;
16. Welcome and receive guests, visitors, and high-level delegates to the Secretariat premises and provide general assistance during their visit;
17. Undertake other duties and responsibilities relevant to the outlined scope of duties as may be assigned by the Head of Unit for Administration and/or the Deputy Secretary-General.

Qualifications and Competencies

1. University degree in social sciences, business management, administration, languages, human resources and other humanities or any other relevant field of discipline;
2. A minimum of 3–5 years of progressively responsible experience in human resources administration, office management, or general administrative support, acquired within intergovernmental organisations, international companies, or the public sector;
3. Proficiency in Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint/OneDrive;
4. Familiarity with recruitment documentation, staff entitlements, and travel and leave monitoring in a structured environment;
5. Knowledge of intergovernmental procedures, official correspondence formats, and diplomatic protocol;
6. Familiarity with travel logistics, event organisation, and basic procurement or finance processes in an intergovernmental setting;
7. Experience in managing databases, mailing lists, or registration systems;
8. Previous experience in managing social media accounts and working with content management systems (KMS, TYPO3, WordPress, etc.) would be considered an asset;
9. Fluency in English (written and oral) is required; knowledge of French and/or Dutch is an asset;
10. Thorough understanding of international civil service principles, with a strong commitment to integrity, professionalism, and discretion in sensitive financial and administrative functions;
11. Strong interpersonal and communication skills, including diplomacy and the ability to operate effectively in a multicultural and intergovernmental context.

¹ The Conference, its subsidiary bodies, and the Secretariat are collectively and informally referred to as the “International Energy Charter”;
² Extension of the appointment is not automatic and is subject to the Staff Regulations and Rules, the continued need for the function, and budget approval. The present vacancy notice and no action of the Secretariat shall be construed as, or have the effect of, granting employment for an indefinite period or constituting a permanent appointment. Neither this vacancy notice nor any action taken by the Secretariat shall be construed as creating any expectation of, or entitlement to, the extension of the appointment beyond its fixed term, employment for an indefinite period, or a permanent appointment.