Accounting & Operations Specialist (100%)

European Academy of Allergy and Clinical Immunology - EAACI; Zürich; Vor Ort; CHF 90.000 - 110.000; Vollzeit

Zusammenfassung

European Academy of Allergy and Clinical Immunology (EAACI) is seeking an accounting and operations specialist to manage day-to-day bookkeeping, payments and broad administrative support at EAACI Headquarters in Zurich.

The role collaborates with the GM, auditors, and board, ensures Swiss regulatory compliance, supports budgeting and reporting, and helps optimise processes across finance and operations in a dynamic nonprofit environment.

Qualifikationen

• Bachelor's degree in Accounting, Finance, Business Administration, or related field.
• 2+ years in accounting, bookkeeping, or financial/administrative operations.
• Experience in nonprofit/association environment is an advantage.
• Swiss accounting principles, VAT rules, and reporting knowledge is desirable.
• Experience with accounting/ERP software is an advantage.

Aufgaben

• Manage day-to-day bookkeeping, AP, AR, and GL entries.
• Process invoices, expense claims, and payments per policy.
• Perform regular bank reconciliations and resolve discrepancies.
• Support month-end and year-end closing processes.
• Prepare budgets and periodic financial forecasts and reports.
• Coordinate HR-related administrative tasks and vendor management.
• Review contracts and ensure compliance with policies and regulations.

Kenntnisse

Accounting principles

Excel proficiency

Analytical skills

Attention to detail

English fluency

German aPlus

Discretion

Ausbildung

Bachelor's degree in Accounting/Finance/BA

Tools

ERP software

Jobbeschreibung

The European Academy of Allergy and Clinical Immunology (EAACI) is the leading professional association for clinicians, researchers, allied healthcare professionals, and patient advocates dedicated to improving the lives of people affected by allergic and immunologic diseases.

With more than 20,000 members across 150+ countries, 50+ National Allergy Societies, and a global network of scientific experts, EAACI serves as the leading authority in allergy and clinical immunology through education, research, advocacy, guidelines, and scientific exchange.

EAACI Headquarters, based in Zurich, Switzerland, provides the operational, financial, and administrative backbone that enables the Academy's scientific, educational, and membership activities to run smoothly and in full compliance with Swiss regulatory requirements.

Position Summary

For our Finance & Operations team, we are seeking a detail-oriented and highly organized Accounting & Operations Specialist (100%) to manage day-to-day accounting activities and provide broad administrative and operational support to EAACI Headquarters.

The Accounting & Operations Specialist will be responsible for maintaining accurate financial records, supporting budgeting and reporting processes, processing invoices and payments, and ensuring the smooth operational and administrative functioning of the organization.

The role works closely with the GM, external auditors and accountants, the EAACI Board of Officers, department leads, and the wider EAACI Headquarters team.

Key Responsibilities

Accounting & Financial Operations

• Manage day-to-day bookkeeping, including accounts payable, accounts receivable, and general ledger entries.
• Process and verify invoices, expense claims, and payment runs in accordance with EAACI's financial policies.
• Perform regular bank and account reconciliations, ensuring accuracy and timely resolution of discrepancies.
• Support month-end and year-end closing processes.
• Maintain organized and audit-ready financial documentation and records.

Budgeting & Financial Reporting

• Support the preparation of annual budgets and periodic financial forecasts.
• Prepare financial reports, statements, and analyses for management, committees, and the Board of Officers.
• Monitor expenditures against budgets and flag variances to relevant stakeholders.
• Assist with the coordination of annual audits and liaise with external auditors and tax advisors.
• Ensure compliance with Swiss accounting standards, VAT requirements, and other statutory obligations.

Administration & Operations

• Provide general administrative support to EAACI Headquarters, including contracts, vendor management, and office logistics.
• Coordinate procurement, supplier agreements, and service contracts.
• Support HR-related administrative tasks such as payroll coordination, expense policies, and record-keeping.
• Maintain and improve internal operational processes, templates, and systems.
• Support the organization and logistics of internal meetings, including the Board of Officers, as needed.

Contracts & Compliance

• Review, track, and file contracts and agreements with vendors, partners, and service providers.
• Ensure operational activities comply with EAACI's internal policies, Swiss legal requirements, and association governance standards.
• Support the maintenance of insurance policies, statutory filings, and other compliance documentation.
• Assist in the development and implementation of financial and administrative controls.
• Maintain accurate financial and operational data across relevant systems and platforms.
• Develop reports and recommendations to support leadership decision-making.
• Identify opportunities to streamline accounting and administrative processes for greater efficiency.
• Support the evaluation and implementation of new financial and operational tools and systems.

Requirements

Education & Experience

• Bachelor's degree or equivalent qualification in Accounting, Finance, Business Administration, or a related field.
• 2+ years of professional experience in accounting, bookkeeping, or financial and administrative operations.
• Experience working within a non-profit, association, NGO, or professional services environment is an advantage.
• Working knowledge of Swiss accounting principles, VAT regulations, and statutory reporting requirements is highly desirable.
• Experience with accounting/ERP software and financial reporting tools is an advantage.

Skills

• Strong understanding of accounting principles, bookkeeping, and financial reporting.
• Excellent numerical, analytical, and problem-solving skills.
• Advanced proficiency in Microsoft Excel and accounting/ERP systems.
• Strong administrative and organizational skills, with the ability to manage multiple priorities and deadlines.
• High level of accuracy and attention to detail.
• Excellent written and spoken English; proficiency in German is an advantage.
• Discretion and sound judgment in handling confidential financial and organizational information.

Personal Attributes

• Highly organized, reliable, and detail-oriented.
• Trustworthy and demonstrates the highest standards of integrity and accountability.
• Proactive and solution-oriented, with a hands-on approach to problem-solving.
• Able to work independently and collaboratively within a multicultural environment.
• Comfortable managing competing priorities in a dynamic, fast-paced setting.
• Strong service orientation and relationship-building skills.
• Committed to continuous improvement and operational excellence.

Key Success Measures

• Accurate, timely, and well-documented accounting and financial records.
• Smooth and reliable day-to-day financial operations, including invoicing, payments, and reconciliations.
• Efficient administrative and operational support across EAACI Headquarters.
• Full compliance with financial policies, Swiss regulatory requirements, and audit standards.
• Positive support and engagement from staff, leadership, and the Board of Officers.
• Contribution to the continuous improvement of EAACI's financial and operational processes.

Employment Type: Full-time (100%)

Travel: Minimal; occasional travel may be required for finance- or operations-related meetings.