Finance, HR and Office Assistant

Jobsin; Brussel Hoofdstad; Hybride; EUR 25 000 - 28 000; Plein temps

Avantages offerts par ce poste

Home working allowance

Meal voucher

Public transport coverage

Health insurance

Holidays & leave benefits

Résumé du poste

IFOAM Organics Europe in Brussels is seeking an Assistant to organize and support the office’s day-to-day finance and employee administration. You will ensure data accuracy, compliance with procedures, and smooth office operations.

This is a full-time, 38-hour week position with an 8-month fixed-term contract and a potential for renewal. Only EU citizens or Belgian work permit holders can apply; salary is 2,200–2,500 EUR gross monthly, with a home-working option and hybrid arrangements.

Qualifications

• Bachelor’s degree in administration, accounting, HR related fields (or equivalent).
• Knowledge of MS Office (Excel, PowerPoint, Word).
• Effective communication skills in English including verbal and written skills.
• Understanding of office routine.
• Knowledge of French.
• Desirable: NGO or EU institutions familiarity; Italian language knowledge.

Responsabilités

• Finance Administration: maintain document management of financial transactions; invoices, receipts, and bank statements. Process invoices, reimbursements, and payments; petty cash management.
• Prepare travel reimbursement forms and ensure compliance with internal rules. Reconcile bank and credit card transactions with supporting documents.
• Assist audits and create/update finance spreadsheets and data entry; archive documents.
• HR: assist in defining the annual staff Training Plan; handle HR inquiries; maintain employee records and participate in recruitment, onboarding, offboarding and training.
• Office Coordination: direct calls and mails, monitor supplies, liaise with service providers, ensure office rules are followed, arrange staff meetings.
• Occasional tasks: other administrative duties as needed.

Connaissances

Communication skills

English proficiency

Time management

Attention to detail

Problem solving

Formation

Bachelor’s degree in administration, accounting, HR related fields (or equivalent)

Outils

MS Office

Description du poste

About IFOAM Organics Europe

IFOAM Organics Europe is the European umbrella organisation for organic food and farming. We represent organic sector in European policymaking and advocate for a transformation of food and farming. Our work is based on the principles of organic agriculture -health, ecology, fairness, and care. With 200 members in 34 European countries, our work spans the entire organic food chain. The European institutions recognise IFOAM Organics Europe as the leading advocate for organic food and farming on EU policy.

Job purpose:

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.

Only EU citizens or non-EU nationals with a valid Belgian working permit can apply.

Screening interviews with the selected candidates will take place on the 13 th and 14 th of October. The following round of interviews will take place between the 19 th and the 21 st of October. Please, make sure to apply if available to participate.

Key tasks:

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.

Occasional and temporary tasks:

• Perform other administrative tasks: the Assistant may perform other administrative tasks as needed, such as filing paperwork, scheduling appointments, contacting partners or authorities, supporting Communications Expert, assisting the Director, supporting trainees/volunteers, etc.

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

Conditions of employment

• 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