The posting
2) About the Role
ESN is looking for a Finance officer with an accounting background to join our Secretariat in Brussels on a part-time basis (60%).
Working under the supervision of the Finance Manager, the Finance officer will support the financial operations and accounting systems that ensure the smooth running of the ESN Secretariat. The role involves regular collaboration with our external accounting provider, particularly around monthly closings, quarterly VAT declarations and the annual audit
The position offers a broad exposure to non-profit accounting and European funding procedures.
3) Key Responsibilities
a) Accounts payable & receivable
¿ Process supplier invoices, staff reimbursements, and follow up on customers. ¿ Follow up on outstanding items, supplier payments, direct debits, resolving discrepancies as required. ¿ Record and verify invoices in Clearfacts / WinBooks. ¿ Maintain accurate and updated tracking of accounts receivable / payable ageing reports.
b) Financial administration & documentation
¿ Maintain accurate accounting records and support document filing. ¿ Prepare regular expense reports. ¿ Reconcile monthly credit cards statements. ¿ Assist in maintaining accounting files ready for audit. ¿ Provide support with other financial and administrative tasks as required.
c) Banking & treasury
¿ Reconcile bank statements with accounting records (purchase and sales invoices). ¿ Prepare and execute payments in line with internal procedures. ¿ Monitor cash balances and support the Finance & HR Manager in monitoring ESN's liquidity position.
d) Month- & Year-end closings
¿ Support monthly and annual closing procedures. ¿ Assist with journal entries, accruals, prepayments and account reconciliations. ¿ Contribute to the preparation of periodic and annual financial statements. ¿ Support the year-end closing process and preparation for the annual audit.
e) Tax, compliance & internal controls
¿ Assist the external accountant with quarterly VAT declarations and other tax submissions. ¿ Support compliance with financial regulations, internal procedures, and external audit requirements. ¿ Ensure accurate documentation in line with Belgian accounting standards.
This list of duties is not exhaustive, and other duties may be required commensurate with the role.
4) Qualifications
a) Education & experience
¿ Degree in Accounting, Business Administration, Finance or a related field. ¿ 1-3 years of relevant professional experience in a non-profit organisation (a.s.b.l.)
b) Communication & interpersonal
¿ Excellent written and spoken English, ESN's working language. ¿ Fluency in French is essential for communication with Belgian authorities. ¿ Knowledge of other European languages is an asset. ¿ Strong interpersonal skills and collaborative mindset.
c) Organisational & professional
¿ Strong time-management skills and ability to meet deadlines. ¿ Ability to work independently with initiative and reliability. ¿ Familiarity with accounting software such as Winbooks (or similar), ClearFacts and Billit. ¿ Ability to prioritise a varied workload in a structured and efficient manner. ¿ High levels of autonomy, integrity, professionalism, and confidentiality. ¿ Proficiency in Microsoft Excel. ¿ Experience with CRM systems and membership-based organisations is an asset.
5) What we offer
¿ A part-time one-year contract (60%), renewable and with the possibility of conversion to a permanent following a performance assessment. ¿ A friendly, multidisciplinary, and multicultural working environment. ¿ A competitive remuneration package, including: o Salary commensurate with experience and role. o Double holiday pay and year-end salary. o Lunch vouchers, transportation allowance, Internet allowance, laptop, medical insurance (including hospitalisation, consultations, and medication), and eco-vouchers. o Additional annual leave, seniority leave and Christmas. ¿ Opportunities for professional development.
