OFFICE MANAGER
Main Purpose of the Role
The main purpose of the Office Manager is to provide the LIBER Executive Board, the Executive
Director and LIBER Office staff with the necessary support to guarantee an efficient and smooth
running LIBER Office. The Office Manager is responsible for the general operational and financial
administration of the LIBER Office, with a particular emphasis on LIBER Participants’ (i.e.
membership) management (current annual fee contributions and services) and financial and staff
effort management and reporting of European projects in which LIBER participates. The Office
Manager will also assist the Executive Director with the organisation of LIBER’s Annual Conference.
Main responsibilities
Administration and Management of the LIBER Office (30%)
 Assist the Executive Director in the preparation of LIBER budgets and the Annual Report and
Accounts for the Finance Committee
 Assist the Executive Director with the creation of Finance Committee and Executive Board
agendas
 Assist the Secretary General with the creation of the Meeting of Participants and
membership mailing agendas
 Provide the Executive Director with regular updates on the profit and loss accounts,
sponsorship portfolio and LIBER Participants (new Participants and cancellations,
outstanding payments, etc.)
 Take responsibility for the invoicing and status follow up of the LIBER members and sponsors
annual contribution
 To be responsible for the maintenance of services to LIBER Participants (mailing lists,
members database, etc.)
 Assist the Executive Director with preparing and organizing mailings to the LIBER Executive
Board and LIBER mailings
 Assist the Executive Director with the maintenance of the LIBER staff contracts
 Be the first contact for new LIBER staff members (welcome and training)
 Arrange Office team meetings and be responsible for the writing of the minutes and actions
follow up
 Develop a LIBER archiving policy for electronic and print records
Administration and Management of EU projects (30%)
 To provide the Executive Director and Projects Manager with on demand reports on financial
and staff time effort updates for EU projects in hand
 To oversee staff time assignment to EU projects
 To oversee the accurate financial reporting of EU projects to the European Commission to
project coordinators
 Accurate management of EU project files (timesheets, DoWs, reports, etc.)
LIBER Annual Conference (10%)
 Assist the Executive Director with the organisation of the LIBER Annual Conference (space
management, liaison with Conference Host)
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Undertake speaker management with keynote, regular speakers, strategy update speakers
and poster authors.
Undertake liaison with LIBER Annual Conference Fund awardees
Prepare Voting Cards for the Meeting of Participants, in association with the SecretaryGeneral
Liaise with the Secretary-General and Executive Director in regard to Chamber of Commerce
requirements for LIBER Executive Board appointments
Support the Executive Director and the LIBER Executive Board during the Annual Conference
Clerical work (30%)
 Management of the LIBER files (legal records, confidential files, tax records, invoices),
including managing the LIBER Executive Board and Finance Committee archives on their
respective intranets
 Maintenance of the up-to-date LIBER information required from third parties (e.g. bank
accounts, Chamber of Commerce, European Commission)
 Liaising with the LIBER Finance Officer on the processing of payrolls
 Preparing and processing invoices for payment in coordination with the Finance Officer
 Maintenance of Office supplies and related expendables
Person specification:
Essential Qualifications
A first degree or equivalent qualification
Desirable Qualifications
A book-keeping qualification
Essential Skills and Experience
Good communications and interpersonal skills
Experience with accounting, bookkeeping and balance sheets
Experience with European Commission projects financial management and reporting (timesheets,
financial reports)
The ability to prioritize a heavy workload and to meet agreed targets
A willingness and ability to deal with routine administrative detail
A logical approach to problem-solving
Excellent knowledge of spoken and written Dutch and English
Well-developed IT skills (including proven skills in MS Office, e-mail and use of the
Internet, web management and social media)
Desirable Knowledge and Experience
Previous experience in membership associations
Some previous knowledge of research libraries
TERMS AND CONDITIONS OF EMPLOYMENT
LOCATION OF POST
The post is based in the LIBER Office, which is located on the premises of the National Library of the
Netherlands in The Hague. The LIBER Office is in the same building as other European and
international organisations hosted in the National Library of the Netherlands. All staff members are
employed under Dutch employment law and applicable collective agreements.
DURATION AND WORKING HOURS
The appointment is part-time (0.8/4 days a week) and will be for a one year contract initially.
SALARY
Salary will be on Scale 9: minimum € 2512 to maximum € 3461 gross per month full-time, plus a
vacation allowance of 8%, and a December allowance of 8.33%.
Further information about the Collective Labour Agreement for Research Centres, including details
of annual leave and public holidays, is available at: http://www.wvoi.nl/default.asp?cid=92&pid=76
PERIOD OF APPOINTMENT
The initial appointment will be for one year, subject to satisfactory performance of responsibilities
and duties, and is open to renewal by mutual consent.
HOURS OF WORK
The office manager will be hired as a part time of 32 hours. The post is based in the LIBER Office in
The Hague, but very occasional travel outside The Netherlands might also be required.
PROBATION
There will be a two month initial probationary period.
NOTICE
If the employee decides to terminate employment with LIBER, one month’s notice must be given. If
the employment is to be terminated by LIBER, the employee will be entitled to one month’s notice.
HOW TO APPLY
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FURTHER INFORMATION
ABOUT LIBER
LIBER (Ligue des Bibliothèques Européennes de Recherche – Association of European Research
Libraries) is the main research libraries network in Europe. Its membership comprises over 400
national, university and special libraries from more than 40 countries. LIBER was founded in 1971 as
an Association under the auspices of the Council of Europe and in accordance with the Swiss Civil
Code (Art.60 et seq.). In January 2009 LIBER became a Foundation (Stichting LIBER) under Dutch law
with its registered offices in The Hague, The Netherlands. LIBER conducts its professional work
through its Executive Board and five Steering Committees (currently Scholarly Communication;
Digitisation and Resource Discovery; Heritage Collections and Preservation; Organisation and Human
Resources; and LIBER Services), guided by the views of members expressed at the annual LIBER
Meeting of Participants. LIBER holds an Annual Conference, which provides an important
opportunity for European librarians to meet together to discuss professional issues. The LIBER Office
is based in the National Library of the Netherlands in The Hague.
LIBER has always actively encouraged its membership to support its work by making available
expertise within individual member libraries, and LIBER is supported by a high degree of voluntary
effort from its Executive Board and Steering Committees.
More information about LIBER and its current activities may be found by consulting the website at:
www.libereurope.eu. The current Strategic Plan 2009-2012 can be found at:
http://www.libereurope.eu/sites/default/files/d5/LIBER-Strategy-FINAL.pdf. The next Strategic Plan
for 2013-2015 is in preparation.
THE NATIONAL LIBRARY OF THE NETHERLANDS, THE HAGUE
Information about the National Library of the Netherlands, The Hague, and its functions and
activities may be found by consulting the Library’s website at www.kb.nl.
March 2012