Head of Unit for Administration

Head of Unit for Administration

(Grade A1)

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 HEAD OF UNIT FOR ADMINISTRATION.

Deadline for applications: 4 February 2026

The position is temporary and classified at A1 level under the Co-ordinated 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 Head of Unit for Administration” 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 and supervision of the Deputy Secretary-General:

1. Be primarily responsible for all administrative, budgetary and financial matters in relation to the operations of the Energy Charter Secretariat (Secretariat). Oversee and manage the Unit’s daily operations, including supervising administrative and finance staff, delegating tasks, and providing guidance and support;
2. Provide all necessary support and substantive assistance to the Chair of the Budget Committee, including the agenda, documentation, and facilitation of follow-up actions;
3. Prepare and issue invoices to Contracting Parties for annual national contributions, monitor and track payments received, send payment confirmations and/or reminders as necessary, and prepare periodic reports for the Budget Committee on the status of contribution collections;
4. Prepare the biennium budget and the Programme of Work, to be updated periodically, in coordination with the Head of Unit of Implementation and External Activities and report on its implementation in accordance with the Financial Rules and Implementing Instructions;
5. Prepare and maintain the annual financial statements and all documents related to the annual audit; be responsible for the preparation and handling of the annual audit to be conducted by the external auditors;
6. Handle and supervise all employee-related administrative tasks, including personnel management, payroll administration, including salaries, allowances, and benefits, onboarding and offboarding, and employee records management in line with applicable Staff Regulations and Rules;
7. Manage and monitor budgets, expenses, procurement and purchasing for daily operations and activities, as well as the banking activities, to ensure cost-effectiveness and adherence to the Energy Charter Treaty (ECT), Staff Regulations and Rules, and Financial Rules and Implementing Instructions;
8. Prepare and submit quarterly reports to the host country authorities, including updates to the Ministry of Finance regarding VAT exemptions and dispensations;
9. Oversee bank operations and financial transactions, ensuring accurate preparation and authorisation of payment orders and disbursement of approved payments to third parties;
10. Manage facilities and office services, including space planning, maintenance, and security, oversee office relocation and removal if applicable, liaise with the landlord and other service providers, co-ordinate with the Secretariat’s designated insurance provider, and manage insurance coverage matters for the Secretariat;
11. In coordination with the Head of Unit of Implementation and External Activities, be responsible for all logistical matters in relation to the annual meeting of the Energy Charter Conference;
12. Implement and maintain records management systems to ensure efficient document storage, retrieval, and disposal;
13. Supervise the maintenance of accurate and confidential personnel records and staff data systems;
14. Supervise the Unit’s dealings with the Protocol of the host country;
15. Lead the Secretariat’s information and communication technology (ICT) operations, ensuring effective use of digital systems, hardware, and software, internet connection and communication and networks, as well as secure document dissemination to the Conference and its subsidiary bodies in accordance with the Rules of Procedure. Liaise with ICT external service providers, including procurement of IT equipment, coordination of technical support, and administration of maintenance and service-level agreements, in accordance with applicable procurement rules and operational needs;
16. Supervise the maintenance of the Secretariat’s website and internal databases, ensuring timely updates, cybersecurity safeguards, and functional alignment with organisational needs;
17. Oversee the design, implementation, and internal maintenance of administrative applications and tools (including spreadsheets, databases, and tracking systems) to support financial and operational reporting;
18. Undertake and carry out other duties and responsibilities relevant to the outlined scope of duties as may be assigned by the Deputy Secretary-General.

Qualifications and Competencies

1. Advanced university degree (Master’s or equivalent) in finance, accounting, or business administration. An additional degree in economics, law, public administration, engineering or information systems would be an asset;
2. At least six years of progressively responsible experience in business administration, finance, or accounting, acquired within intergovernmental organisations, international companies, or the public sector;
3. Proven experience in servicing intergovernmental organs and governing bodies, including the preparation of official documentation, coordination and adherence to procedures within a multilateral or treaty-based institutional framework;
4. Demonstrated experience in applying international public sector accounting standards (IPSAS);
5. Proven experience with cloud-based Enterprise Resource Planning (ERP) or other online financial accounting systems;
6. Demonstrated experience in handling routine procurement requirements, including office supplies and operational services;
7. Experience in handling procurement, invoicing, and taxation matters in an international organisation and/or in the Belgian regulatory context would be a strong asset;
8. Proficiency in Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint/OneDrive;
9. Fluency in English (both oral and written) is essential; 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.