Admin Assistant

The Brussels Finance and Administration Team supports the worldwide field offices in registering processes related to their non-profit status in their country. The team is facilitating the legalization of official documents such as Powers of Attorney, AISBL status updates and memorandums of Agreement with the governmental authorities in Brussels (Belgian Ministry of Justice and various embassies). It further gives advisory support to the field offices by doing background checks on legal aspects and requirements in collaboration with legal advisers (attorney and a notary). 

Search for Common Ground seeks a motivated student to assist its Brussels based team as well as its field offices in their registration process as a Belgian non-profit entity. The student must be available on average 16 hours per week for a period of at least 24 months. Longer availability will be considered an asset during the recruitment process.

Responsibilities:

The responsibilities include but are not limited to: 

• Booking appointments at the different embassies, Ministry of Foreign Affairs and at the notary;
• Preparing (making copies, formatting and sorting documents) the documents for correct submission at the different institutions; 
• Submitting and retrieving the legalized documents at the different institutions; 
• Checking the accuracy of the documents and following up on the correct registration and legalization of documents; 
• Preparing written updates for the team in Brussels and the field offices as well as updating the existing working tools for the process of registration;
• Managing the translation of different documents with sworn translators/translation offices  
• Supporting and coordinating with the Brussels team regarding different activities related to the registrations, e.g. answering emails, preparing documents for shipments, enquiring/checking relevant prices;
• Participates in meetings with field staff where relevant and follows up.
• Obtaining the relevant budget codes/lines for expenses, recording them accurately, and keeping track of costs to ensure alignment with allocated budgets.

Competency Behavior Indicators (Knowledge, Skills, and Abilities):

• Develops and maintains collaborative relationships with authorities in Brussels organizations, professional associations, partners;
• Plans and organizes ahead
• Responds to changing circumstances and expectations readily; 
• Provides accurate information to embassies, Ministry of Foreign Affairs, notary, authorities;
• Takes into consideration other cultures, other viewpoints, and other ways of doing things;
• Overcomes obstacles using ethical practices; formulates and evaluates morally and ethically;
• Is experienced in exchanging/dealing with governmental authorities (embassies, ministries etc.) abroad;
• Is solution oriented and proactive; 

Education and Experience

• Bachelor or Masters student enrolled in a Belgian University, preferably studying law, international relations, humanitarian aid or development and peace studies.
• Professional proficiency in both French and English is required, additional non-European language skills an added value; 

Please submit your CV and short motivation letter via this website by May 31, 2026 (included), mentioning the subject “student job”.

Please note that we are unfortunately only able to consider applicants who hold the right to live and work in Belgium and are enrolled in a Belgian university.

As job descriptions cannot be exhaustive, the position holder may be required to undertake other tasks.

Notre offre

Type of Contract: 

• Students contract following the Belgian regulations related to employment of university students. Maximum number of hours: 650 hours per calendar year. The position requires an average availability of 16 hours per week.
• Hourly wage: 16,- Eur

Foreseen Start Date: July-August 2026

Search is an equal employment employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on age, sexual orientation, marital status, birth, fortune, religious, philosophical or political beliefs, language, present or future state of health, disability, physical or genetic characteristics, sex, pregnancy, childbirth, maternity, change of sex, nationality, alleged race, skin colour, ancestry, national, ethnic or social origin or any other status or characteristic protected under applicable law in Belgium.

Only applicants invited for an interview will be contacted. No phone calls please. All Search Employees must adhere to the values: Collaboration- Audacity - Tenacity - Empathy - Results. In accordance with these values, Search enforces compliance with the Code of Conduct and related policies on Anti Workplace Harassment, Protection from Exploitation and Abuse, Child Safeguarding, Conflict of Interest and Anti-fraud. Search is committed to safeguarding the interests, rights, and well-being of children, youth and vulnerable adults with whom it is in contact and to conducting its programs and operations in a manner that is safe for children, youth, and vulnerable adults.