Page 1

Visit Flanders recruits temporary contract (with the possibility of a permanent contract)

OFFICE MANAGER, LONDON (M/F) Department: Entity: Level:

International Markets Visit Flanders B111


London, Visit Flanders, Flanders House 1a Cavendish Square London W1G 0LD

DESCRIPTION OF THE POSITION ORGANISATION - Entity: Visit Flanders - Department: International Markets

POSITION CONTEXT ENTITY Visit Flanders wishes to function as a strategically- and knowledge-driven organisation to promote sustainable development of tourism and the tourism sector in Flanders and Brussels, with an eye to the ensuing economic benefits, employment and social welfare. This mission has led Visit Flanders to develop a vision regarding its responsibilities in regards to tourism and in the tourism sector. The agency has identified three major roles for itself: 1. A tourist knowledge and innovation centre. 2. A streamlined knowledge- and market-driven marketing organisation. 3. A customer-oriented service provider. Visit Flanders has organised itself into four departments. 1. Knowledge and Quality: collects, processes and distributes knowledge that benefits the tourism sector. 2. Tourism for All: promotes holidays for physically or mentally disabled people via general and specific publications. This department also helps to find affordable outings or holidays for financially disadvantaged people. 3. Marketing: is responsible for the strategic application of Visit Flanders’ International Marketing Strategy. 4. International markets: ensures the promotion in other countries of Flanders as a tourist destination.

DEPARTMENT Visit Flanders puts enormous effort into promoting Flanders as a tourist destination. Flanders is heavily promoted to foreign tourists, to the conference industry and to disadvantaged/disabled tourists. Visit Flanders representatives are active in a variety of European countries and in the rest of the world. They promote Flanders to the foreign press, the travel industry and the consumer. These representatives also ensure that Visit Flanders and the Flemish travel industry are present at foreign trade shows and workshops. In this context, the professional team of the Flanders-Brussels Convention Bureau is an important resource for people wanting to organise a conference or incentive in Flanders or Brussels. The team has extensive product knowledge and provides objective advice and free assistance. The Fairs, Meetings and Workshops team and our foreign representatives conduct an intensive sales programme in Europe and the United States, together with partners representing the most important regions. Our representatives can be seen at the important MICE trade fairs, such as Confex in London, Emif in Brussels, Imex in Frankfurt, EIBTM in Barcelona and Mitt in Moscow. We have identified the following primary, secondary and developing markets for leisure tourism: Primary markets: the Netherlands, France, Germany, the United Kingdom and Spain. These markets will be approached via press, trade and proactive consumer promotions. Social media/web 2.0 will be lead channels in these markets. Secondary markets: the USA, Italy, Japan, Central Europe and Scandinavia. These markets will be approached via press and trade marketing. Here the consumer will be less proactively approached, mainly via virtual marketing and social media/web 2.0. Developing markets: Russia and Asia. These will be approached via press, and trade marketing; no proactive consumer marketing. Social media/web 2.0 are not a priority here. However, their relevance and evolution will be regularly evaluated. Strategic partnerships (with NTOs, carriers, etc.) are a priority.

LONDON OFFICE Marketing to all targeted segments takes place in terms of a common strategic plan. The plan is nuanced per country, by means of specific national campaigns. This market-specific approach, with its tailored media mix, allows Visit Flanders to optimise how it utilises country-specific circumstances and meets target group needs. The position is located in the London office, where Visit Flanders forms part of Flanders House, representing Flanders in London. In addition to Visit Flanders, Flanders Investment and Trade (FIT) and the Government of Flanders representative have their offices in the same building. Every opportunity is used to work together to promote Flanders. The Visit Flanders team in London is made up of five people: a Director, a Press Officer, a Trade Manager, a Consumer Marketing Communications Manager, and an Office Manager. MICE (Business Tourism) is managed by the London office through an external agency. You will report directly to the director of the office. You will also operate within the existing, close cooperation with the head office in Brussels, with the Focus Markets team and team leader and, in particular, with the Marker Co-ordinator.

Profile Overview of role To co-ordinate the day-to-day running of the London office of Visit Flanders, in line with the objectives of the office and head office. Profile requirements – generic  Educated to degree level  IT skills – Microsoft Word, Excel, PowerPoint, Outlook  Highly numerate  Fluency in English with excellent written English  Knowledge of Dutch an advantage  Attention to detail  Ability to work to deadlines  Team player  Flexibility  Willingness to travel Profile requirements – specific  Office Management experience (ideally 2-5 years)  Three years’ experience of working in an office environment  Knowledge of the tourism industry / Flanders / government organisations an advantage  Excellent organisational skills  Strong interpersonal skills  Marketing experience an advantage  Social media knowledge / experience an advantage

Key result areas 1) Manage the financial operations of the London office, including management of the office’s accounts, processing of invoices, providing financial reporting for the team’s activities, and financial planning. 2) Manage contracts and the day-to-day relationships for office services, inc IT support, telecoms, insurance policies, office supplies, financial services. Maintain a close relationship with colleagues in Flanders House (Flemish Representation / Flanders Investment and Trade). Manage the procurement and maintenance of office equipment and services. 3) Provide reporting for the team’s activities, including for head office requirements and the annual report. 4) Manage the inventory of office equipment, liaising with head office as required. Ensure office equipment is fit for purpose and arrange for any necessary repairs. Together with the Director UK and Ireland, procure new equipment as necessary, in line with the procurement policies of Visit Flanders and the Flemish Government. 5) Ensure the office is an attractive place to work, is welcoming to visitors and reflects the Visit Flanders brand values. Undertake filing on behalf of the office. Manage the stocks of consumer and trade print materials. Ensure up-to-date and relevant print materials are available to visitors to Flanders House. 6) Be the first point of contact for initial enquiries from consumers, trade and media. In collaboration with the rest of London team, present an attractive and compelling vision of Flanders as a visitor destination. 7) Provide support for organisation and execution of events, including welcoming visitors, dealing with enquiries, organising resources (IT, materials, food and drink, etc.).

8) Provide support to projects across the team, and undertake any other reasonable tasks as requested by the Director UK and Ireland.

YOUR PERSONAL CHARACTERISTICS  Team player. You act in the interests of the group, contributing to the joint aims of the team, entity or organisation even in situations in which this is not of immediate, personal benefit.  Reliable. You operate according to personal codes of integrity, care, objectivity, non-discrimination, propriety and transparency, founded on basic social and ethical norms (diversity, environmental care, etc.). You deliver on your promises and accept responsibility.  Continuously improving. Your preparedness to learn and grow in a changing environment allows you to continuously improve both your own performance and the functioning of the entity.  Customer-oriented. With the benefit of the whole organisation in mind, you recognise and serve the needs of different kinds of clients (both internal and external).  Flexibility. You are able to modify your behaviour in order to reach a set goal. You are also able to effectively adapt your behaviour in relation to different situations or people.  Presence. You make a credible first impression in a variety of situations and you know how to maintain this.  Initiative. You recognise opportunities and come up with ideas to exploit them or take action yourself.  Accuracy. You complete your tasks with accuracy and an eye for detail. You handle equipment appropriately.  Planning. You are structured in your use of space and time and set priorities when tackling tasks and problems.  Verbal communication. Your use of language takes your audience into account, ensuring that you are always well understood. 

You empathise with and understand the British consumer.

Team spirit and enthusiasm.

OUR OFFER      

This recruitment process includes the creation of a pre-qualified candidate pool for one year. Your contract is drawn up according to British law. You will be part of an organisation with an eye for innovation; one that strives for permanent improvement of its service provision. A wide range of opportunities are available in terms of education, in-service training and the support of modern ICT resources. Pressure of work can be high, but the organisation takes optimisation of your work/life balance very seriously - offering, for example, 23 holiday days per annum. The cost of commuting to work on public transport in London is refunded in full (up to zone 4).

    

A competitive salary You receive a thirteenth month’s salary in December, travel insurance, medical insurance (after 3 months) and participation in the Group Personal Pension plan (after 3 months). It is possible to count a maximum of nine years private sector professional experience relevant to this position towards seniority in the grade. Your first three months are a trial period. The Government of Flanders wishes to reflect, as far as possible, the society for which it works. Candidates are therefore selected on the basis of their characteristics and abilities, regardless of sex, origin or disability. Please let us know in advance if you have a disability. We will ensure that your participation in the recruitment process takes place in the best possible circumstances. Upon employment, your workplace will be adjusted to take your disability into account as far as possible.



CV screening: week commencing 15 July 2013 Selection test and jury interview: week commencing 15th July 2013


Applications may be submitted through Wednesday, 10 July 2013. An application consists of your motivation letter and a completed CV, Please e-mail these documents to


For further information about this position, the recruitment procedure and the employment conditions, please contact:

Visit Flanders, Flanders House Andrew Daines 1a Cavendish Square London W1G 0LD

Job Offer UK