Finance & Administration Assistant

Technopolis Group; Brussel; Hybride; EUR 20 000 - 32 000; Temps partiel

Avantages offerts par ce poste

Meal vouchers

Eco-cheques

Hospitalisation insurance

Travel insurances

Pension scheme

Résumé du poste

Arctik, a Brussels-based communication agency, part of Technopolis Group, seeks a Finance & Administration Assistant to support daily finance and administrative processes. The role collaborates with the Finance Manager to ensure timely, accurate financial operations and maintains confidential data handling and documentation.

The candidate should be fluent in English and French, with strong organisation and a proactive mindset, able to work independently within a team and adapt to Microsoft 365

Qualifications

• Excellent written and verbal communication in English and French; additional EU languages are an asset.
• Strong organisational and coordination abilities.
• Ability to structure information clearly and concisely.
• First relevant experience in finance administration, accounting support, bookkeeping, or related role.
• Basic knowledge of accounting principles, invoicing, payable and receivable.
• Solid digital skills, including Microsoft 365 and paperless workflows.

Responsabilités

• Process, check, download, and file supplier invoices, purchase orders, receipts, and other accounting documents.
• Prepare company payments in online banking and support AP/AR processes.
• Record financial transactions and keep records up to date.
• Assist with bank reconciliations, expense reports, and basic budget tracking.
• Follow up with suppliers, clients, partners, and internal teams to resolve queries.
• Support month-end/year-end closing, reporting, and audit preparation.
• Maintain audit-ready digital and physical finance records and promote process improvements.

Connaissances

Fluent English and French

Organisational & coordination

Information structuring

Independent working

Proactive attitude

Digital skills/MS 365

Outils

Accounting software

ERP systems

Expense-management tools

Description du poste

Arctik is a Brussels-based communication agency, part of the leading science and innovation consultancy Technopolis Group, that puts sustainability first. We provide a broad range of communication services to European and Belgian clients who focus on environmental and climate issues, circular economy, and sustainable development.

ABOUT THIS JOB

We are looking for a Finance & Administration Assistant who is organised, proactive, and keen to grow in financial administration and accounting support, and eager to grow and gain experience in financial administration and accounting support.

Working closely with the Finance Manager, you will help ensure that day-to-day finance and administrative processes run smoothly, accurately, and on time.

You combine attention to detail with a practical, solution-oriented mindset. You are comfortable working with figures, spreadsheets, and digital tools, and you know how to find, verify, and structure information when needed.

You communicate clearly, handle confidential information with care, and are not shy about following up with colleagues, suppliers, or partners to clarify information or move a process forward.

YOUR PROFILE

Qualifications & skills required:

• Excellent written and verbal communication skills in English and French; additional EU language(s) are an asset. As French is required for this role, candidates who do not speak French will not be considered for interview;
• Strong organisational and coordination abilities;
• Ability to structure information clearly and concisely;
• A first relevant experience in finance administration, accounting support, bookkeeping, or a similar role; motivated junior candidates with relevant training will also be considered;
• Basic knowledgeof accounting principles, invoice processing, accounts payable,and accounts receivable.
• Strong digital skills, including confidence in using Microsoft 365 tools (Excel, Outlook, Teams, SharePoint) and working in a paperless environment, retrieving and managing documents from online platforms, and adapting quickly to new digital tools and systems;
• Exceptional organisational skills;
• Proactivity and attention to detail;
• Ability to work independently while contributing positively to the team;
• Professionalism, reliability,and respect for confidentiality;
• A positive, proactive attitude and willingness to learn.

The following skills would be an asset

• Knowledge of Belgian accounting practices, VAT processes,or payroll administration;
• Experience with accounting software, ERP systems,or digital expense-management tools;
• Previous experience in a small or medium-sized company, agency,or project-based environment.

YOUR RESPONSIBILITIES

• Process, check, download, and file supplier invoices, purchase orders, receipts, and other accounting documents from various digital platforms and internal systems;
• Prepare company payments in the online banking system and support accounts payable and accounts receivable processes;
• Record financial transactions accurately and keep accounting records up to date;
• Assist with bank reconciliations, expense reports, credit card statements, and basic budget tracking;
• Follow up with suppliers; clients, partners,and internal teams to resolve billing, payment,or documentation queries;
• Support month-end and year-end closing activities, financial reporting,and audit preparation;
• Maintain accurate, well-organised,and audit-ready digital and physical finance records in line with internal procedures;
• Contribute to improvements in finance administration, internal controls, and operational efficiency.

OUR OFFER

• Location: Brussels (hybrid work model combining office presence and homeworking)
• Type of contract: part-time permanent contract
• Benefits include: meal vouchers, eco-cheques, hospitalisation and travel insurances, and a pension scheme
• Our team: positive, and open-minded international, flexible working environment within a team of like-minded professionals in Brussels
• Salary: entry-level package, adjusted according to experience

Interviews will start the week of 17 of August

Only short-listed candidates will be contacted after 15 August. As French is required for this role, candidates who do not speak French will not be considered for interview.

Applicants must have EU citizenship or a valid work permit to apply.

GDPR

Arctik is committed to protecting your privacy. We will keep your personal data safe and comply with applicable data protection legislation, including the EU General Data Protection Regulation 2016/679 and the Belgian Data Privacy Act of 8 December 1992 (FR/NL). We do not store CVs of rejected job applicants unless the individual has given us their consent.

ABOUT US

At Technopolis Group, we began our journey as pioneers in the evaluation of science, technology and innovation policies. While evaluation remains a cornerstone of our identity, we've evolved into a trusted partner for evidence-based decision-making across a wide spectrum of policy areas.

Today, our multidisciplinary experts offer strategic advice, forward-looking foresight, and robust project and network management, even in the most complex contexts. We combine cutting-edge data analytics with a deep understanding of policy to deliver insights that are both rigorous and actionable. From assessing policy effectiveness to measuring impact and communicating results to diverse audiences, we ensure clarity, relevance and reach.

We don't believe in one-size-fits-all solutions. Instead, we collaborate closely with our clients to design tailored approaches that truly meet their needs.

Our work spans the globe and the governance spectrum, partnering with international institutions such as the European Commission and multilateral development banks, as well as with national, regional and local authorities. We also support universities, research centres, business networks, clusters, and incubators, helping them navigate complexity and drive impact.