Finance and Administration Officer (part-time)

Job description: We are currently looking for Finance and Administration Officer to join our team. This part-time time position will be based in the Social Platform office in Brussels and may require occasional travel outside of Belgium.

Download the application pack here. Application deadline: 26 November 2017, at midnight.

Main responsibilities

The time allocated per week in brackets is only an indication which might be adapted according to circumstances and the skills of the person recruited.

Accounting (1.5 days a week)

  • Collect, check, record and file invoices
  • Verify and file supporting documents ensuring compliance with Belgian regulations and donors’ requirements
  • Allocate income and expenses to relevant budget codes for internal budget control and reporting to donors
  • Record costs, income, bank and credit card statements in accounting system Winbooks
  • Prepare, get approval for payments and pay invoices
  • Invoice third parties for fees and costs reimbursements, follow up on payments, send requests for payments to members and donors
  • Liaise with banks, European Commission and eventually other donors
  • Liaise with external accountant and auditors for the regular external verification of our accounts
  • Intermediate reporting on accounting situation

Cash flow, budget overview and forecasting (1/4 day a week)

  • Prepare monthly budget overviews and cash flow forecasts for management to ensure the budget is fully spent in an accurate and efficient manner
  • Prepare the punctual and yearly financial reporting to our donors according to their specific requirements (EU funded projects and others), including preparing all the documentation required to justify the expenses incurred
  • Monitor bank accounts for funds received and confirm reception as required
  • Prepare the Association’s annual budgets and three year forecasts

Contracts, insurances and administration of Human Resources (1/4 day a week)

  • Monitor changes in staff to set up new employees in the system, update the social secretariat and insurance contracts
  • Maintain/update employee records and file HR documents
  • Prepare staff attendance/leave records for the social secretariat to process payrolls; distribute staff’s salary slips when received
  • Inform the staff about their rights and update them on changes in Belgium law and regulation
  • Be responsible for the selection of interns in compliance with Belgian law and Social Platform’s policy
  • Manage the day-to-day relationship with the insurance broker/companies
  • Prepare staff timesheets for the staff to fill in
  • Keep track of travels and conference budgets

Administration (1/2 day a week)

  • Provide administrative assistance to the Director
  • Manage accommodation and travels for the office, Management Committee and members of Social Platform delegations
  • Promote the Platform’s meeting room and take responsibility for external bookings
  • Be responsible for keeping track of all contracts with service providers and others
  • Be responsible for coordinating support to members on Belgian fiscal regulations personnel