Administrative Officer

Work Location:
Leuven City

Role Overview:

The
Administrative Officer
will serve as cornerstone of Tatweer's operations in Belgium, playing a critical role in administration / business development in addition to coordinating within country stakeholders and supporting Tatweer's wider operations including the headquarter Office. This position offers a unique opportunity for a highly organized and proactive individual to shape expansion and administrative functions, build stakeholder relations, and ensure seamless communication across all departments within a dynamic startup environment.

Key Responsibilities:

• Office & Administrative Management
• Operate the Belgium office's administrative infrastructure.
• Maintain smooth internal operations including procurement, accounting, human resources, document management, and general office coordination
• Business Development
• Work with Management to create the business plan based on set objectives while identifying opportunities, potential clients and partners across Tatweer's market sectors.
• Study service market sectors in Belgium and the EU to identify opportunities for Tatweer across various domains.
• Communicate with potential clients and partners, set up meetings and visits to present Tatweer's capabilities and potential collaborations.
• Register Tatweer as a service providers with potential clients as well as various tendering portals relevant to the provided service and in line with the business plan.
• Build a monitoring scheme for the business pipeline and follow up published bids and tenders.
• Organize bid/no bid meeting for suitable opportunities.
• Track the bidding process, bid preparation reviews and issuance of proposals including required liaison with various Tatweer sectors and business support units.
• Prepare and present periodic reports on business development activities in the level of details required.
• Stakeholder Coordination
• Liese with clients, governing agencies and stakeholders to secure permits and approvals as required.
• Act as primary liaison with local service providers including Accounting, HR outsourcing agencies, legal and audit firms, and government authorities.
• Support compliance and registration procedures related to Belgian / EU business and employment regulations while considering expansion targets
• Intercompany Coordination
• Serve as key point of contact between Belgium operations and Tatweer's headquarters (HR, Finance, Business Development).
• Manager coordination of tenders, documentation, contracts, and reporting internally between business sectors and with partners and service providers
• Business Support & Presentations
• Prepare periodic reports, and presentations for internal and clients' meetings.
• Provide administrative support to visiting executives and project teams.
• Operational Compliance
• Ensure all activities comply with local Belgian laws and Tatweer policies.
• Coordinate audit preparation and manage document flow with external auditors.

Qualifications & Requirements:

• Bachelor's degree in engineering, Business Administration, Management, or a related field.
• Minimum 4 years of experience in administrative, business development, operations, or liaison roles – ideally in a multinational or newly established company.
• Knowledge of Belgian business regulations and local stakeholder landscape.
• Knowledge of the Belgian/European engineering, smart cities, digital transformation markets is preferred
• Fluent in English and Dutch. Knowledge of French is preferred.
• Strong interpersonal, communication, and organizational skills.
• Proficient in Microsoft Office Suite and presentation tools.
• Able to work independently with strong problem-solving abilities.