The posting
Finance Administration:
- Assist in financial administration: this involves maintaining accurate document management of financial transactions, including invoices, receipts, and bank statements. The assistant may also be responsible for filing and organizing these records.
- Prepare and send sponsorships/memberships/donations invoices.
- Process invoices, reimbursements, and payments, including petty cash and bank card management. Ensure all the proofs of payment are compliant with internal rules.
- Process travel reimbursement forms and follow up with employees to ensure compliance with internal rules.
- Secure all necessary documents are accurately completed and submitted on time for month-end and quarterly financial closing.
- Reconcile bank and credit card transactions, ensuring that all transactions are supported by the required documents.
- Assist with audits, providing documentation as needed.
- Create and update finance spreadsheets, data entry.
- Copy, scan, email, organize, and archive finance documents.
- Train staff on necessary financial procedures.
- Liaise with external providers for all administrative and accountable documents if needed.
- Liaise with staff members regarding invoices, travel reimbursements, finance administrative documents, and information when needed.
Human Resources:
- Assist in defining and implementing the annual staff Training Plan by ensuring contacts with internal and external providers, coordinating schedules, and handling all administrative and logistical aspects of training sessions.
- Act as the primary point of contact for employee HR inquiries, effectively screening and prioritizing requests, providing preliminary guidance, and routing complex issues to the appropriate FLOEE colleagues.
- Support the integration of HR procedures with finance procedures. Ensure seamless communication and information flow across all HR-related matters between staff, managers, and the FLOEE colleagues. Monitor and support the correct application and adherence to internal HR policies and procedures.
- Maintain and update employee records and HR databases.
- Assist in recruitment, onboarding, offboarding and training of new employees and trainees.
- Assist with employee benefits and leave policies.
- Assist in organizing staff's yearly excursion.
Office Coordination:
- Direct internal and external calls, emails, and post mail to designated units
- Monitor office supplies and equipment and order replacements (stationary, coffee, tea, etc.)
- Being the person of contact for the service providers (phone, cleaning services, building, handyman, etc.)
- Participate in improving office environment (plants, work-friendly spaces, etc)
- Ensure the office is clean, and the employees respect the office rules (kitchen, sanitary)
- Schedule and organising documents for staff weekly, monthly, and quarterly meetings
- Being the person of contact for the IT Consultant
- Liaise with staff members regarding hardware (problems encountered, requests for equipment, etc.,)
- Monitor IT equipment (list of equipment, storage, depreciation list)
- Prepare workstations for new staff
- Follow up with the phone system (user access and account) ¿ Support staff members with workstation equipment.
- After the necessary training is provided, being a responsible person for security and prevention in the office (e.g. fire prevention)
- Make travel arrangements including flights, accommodation, and ground transportation
The Assistant will organize and support the office's day-to-day finance and employee's administration. They will ensure effectiveness and compliance with internal procedures and maintain the quality of data management. The Assistant plays a crucial role in ensuring that office operations run smoothly and accurately and that our records are maintained in compliance with internal procedures.
Education & Qualifications
- Bachelor's degree in administration, accounting, HR related fields (or equivalent)
Experience - Essential
- Knowledge of MS Office (Excel, PowerPoint, Word)
- Effective communication skills in English including verbal and written skills
- Understanding of office routine
- Knowledge of French
Experience - Desirable
- Proven work experience as administrative assistant or similar role is an asset
- Knowledge about/work experience in Non-Governmental-Organisations
- Knowledge about/work experience in the EU institutions
- Knowledge of Italian
Skills & Attributes
- Excellent time management and organizational skills
- Excellent administration skills
- High attention to detail
- Strong problem solving and communication skills
- Only EU citizens or non-EU nationals with a valid Belgian working permit can apply
- Full-time position - Monday to Friday, 38 hours/week
- Based at the IFOAM Organics Europe office in Brussels
- Salary between 2.200 and 2.500 gross monthly depending on qualifications and experience
- Employment period: determined contract of 8 months with a tentative starting date as November 1 st , renewable
- High level of flexibility with floating hours and possibility of home working
- Home working allowance on daily basis
- Working from abroad (max 1 month per civil year) after approval from the manager
- Public transport coverage from home to the office or bike km
- Hospitalisation and health insurance plan A-Z from DKV
- Meal voucher (€8/ working day with €1.09 at charge of the employee)
- €250 eco-cheque/year (prorate of the number of months worked)
- Holidays payment (92% of the salary in June if applicable)
- 24 days holiday per year
- Extra holiday: Christmas Break from 24 December to 31 December and the Friday after Assumption
