Vacancy: Office Manager
Are you a well-organized, proactive individual with a heart for meaningful work? We are looking for a reliable and motivated Office Manager to ensure the smooth functioning of our Utrecht office and provide vital administrative support for our team. This is a key role in supporting our Executive Director and Director WECF NL in day-to-day activities and internal coordination.
Who We Are
WECF (Women Engage for a Common Future) is a unique international network of over 250 organizations across 70 countries working together on climate justice, gender equality, and environmental health. From our office in Utrecht, WECF International collaborates with partners globally to implement projects and advocacy campaigns focused on climate justice, gender equality, and environmental health.
Key Responsibilities
- Administrative & Executive Support
- Support Executive Director with monthly credit card expense statement, ensuring all expenses are documented with valid supporting receipts.
- Support the Finance & Operations Manager with document preparation including expense statements for key staff and partners.
- Coordinate internal workflows and processes in alignment with Director WECF NL.
- Coordinate the organization and maintenance of SharePoint across all teams, ensuring that folders are structured, content is up-to-date, and unnecessary or outdated files are archived or removed
- Liaise with external technical partner to provide basic support for the organization’s IT and security needs.
- Office Management
- Ensure a safe, functional, and welcoming working environment for our team, volunteers, and interns.
- Manage the office access card system and maintain an inventory of office equipment and supplies.
- Handle procurement of supplies, furniture, and laptops in coordination with the Director.
- Be the go-to person for building management and external service providers.
- Act as the main point of contact for building management and external service providers.
- Coordinate office maintenance and safety-related tasks.
- Lead onboarding process by ensuring new staff are equipped with laptops and access to internal systems.
- Organize birthday/farewell gifts and well-being/team-building activities.
- Expense Administration
- Hold and manage an organizational credit card for office and event expenses.
- Maintain accurate records and submit timely reports with supporting documents.
- Support Directors and Logistic officer during strategic events like the Climate COP and strategy days with bookings, travel arrangements, and per diem distribution for team members and partners.
What We’re Looking For
We are seeking someone who brings both strong organizational skills and a collaborative spirit. You are someone who enjoys keeping things running behind the scenes and takes pride in supporting a mission-driven team
- Based in Utrecht or able to commute readily to the office, daily if needed
- Minimum HAVO level or equivalent education
- Good in both Dutch and English
- Minimum of 5 years’ experience in administration, office management, or a related field
- Strong organizational and time management skills
- Proficient in Microsoft Office (Excel, Outlook, Word), MS Teams, and SharePoint
- A proactive, solution-focused and collaborative team member
- BHV certificate is a strong plus (or willingness to obtain it)
- Affinity with WECF’s mission of promoting gender equality and sustainability;
- Valid work permit for long-term employment in the Netherlands.
What do we offer?
This is a one-year contract, with the possibility of extension depending on available funding. We value transparency and aim to build a long-term relationship where possible, while being mindful of the evolving requirements in the nonprofit funding landscape.
By joining WECF, you become part of a vibrant, international, and purpose-driven organization committed to gender equality and environmental justice. You’ll work from our beautiful office in Utrecht, just a 5-minute walk from Utrecht Vaartsche Rijn station and collaborate with inspiring colleagues across our global network
- We offer a one-year contract with a one-month probation period,
- 24-32 hours per week with flexible working arrangements;
- A competitive salary of €3600 per month (full-time) depending on experience, (pro-rated to 24– 32 hours per week);
- A beautiful and inspiring workspace in the heart of Utrecht with hybrid work options;
- Pension scheme covering 50% of the total premium, full public transport commuting allowance (2nd class), and home office allowance;
- Access to relevant training and educational opportunities for professional growth;
- 25 vacation days per year (pro-rata for part-time employees), plus additional paid leave for special circumstances (e.g., marriage, moving, medical appointments) and paid time off between Christmas and New Year.
When?
Earliest Start date: July 1, 2025
Deadline
Send your motivation letter and CV by June 2, 2025 to wecfvacancyint@wecf.org
Interviews will take place soon after, in-person at our office at Arthur van Schendelstraat 550 in Utrecht.
We strive to mirror the rich tapestry of society and are actively seeking individuals from a wide range of backgrounds and experiences to form a robust, inclusive team and a truly dynamic working environment.
For more information, visit: www.wecf.org, www.wecf.nl
