Finance, HR & Administration Assistant [Belgium]

 

We are recruiting a ‘Finance, HR & Administration Assistant’ starting as soon as possible, reporting to the Finance, HR & Administration Officer.

Key Responsibilities

1. Finance & Accounting

Support the Finance, HR & Administration Officer:

• Verify expenses and revenue accounts.
• Follow-up on invoices and payments (account receivables, reminders, etc.).
• Support with financial and tax obligations.
• Monitor and reconcile bank statements and bank accounts per project.
• Review and verify the coherence of supporting documentation per project, corresponding audits and procurement process.
• Control expenses per project and prepare supporting documents.
• Ensure validation and verification processes are respected.
• Provide support in identifying internal control processes.
• Review of the monthly financial status and annual financial closing.
• Support in reviewing legal financial conditions of commitments signed off by the organisation.

2. Human Resources

Support the Finance, HR & Administration Officer:

• Draft job descriptions, and advice on targets and goals.
• Support during the recruitment process.
• Create employment contracts in accordance with Belgian social law.
• Organise orientation/induction programmes for new starters.
• Ensure correct implementation of legal and extra-legal holidays.
• Review travel expenses, and expense notes according to established procedures and policies.
• Prepare supporting documents and revise monthly payroll.
• Support with performance policies, evaluations and promotions.
• Assist in developing training and development programmes.
• Support with developing incentives for staff.
• Ensure health and safety policies and work regulations are up to date.
• Prepare documentation in the framework of prevention and protection at work (MENSURA).

3. Administration

• Receive calls and manage incoming and outgoing correspondence.
• Follow administrative procedures with institutions (bank, post office, etc).
• Coordinate office activities, including managing meeting schedules, and booking meeting rooms.
• Oversee and maintain the day-to-day operations of the office facilities, ensuring a good working environment.
• Office supplies stock management.
• Maintain and update the Association's databases, records, and filing systems.
• Maintain and update the EU Transparency register.
• Ensure that office and staff insurances are up to date.
• Other administrative duties as the organisation’s activities require.

Profile

The ideal candidate will be able to demonstrate the following:

• Bachelor’s degree in Business Management Administration, Human Resources, Accounting or equivalent.
• 0-3 years of experience in a similar role.
• Knowledge of the Belgian framework relevant to the abovementioned responsibilities.
• Fluency in English (ARE working language) and French.
• Can-do attitude, rigorous attention to detail, proactive, analytical skill and sense of organisation.
• Responsiveness, especially in meeting deadlines and ability to report.
• Demonstrate ability to prioritise deliverables.
• Experience working for a business association or other non-profit organisation is desirable.
• IT literate (Outlook, Word, Excel and PowerPoint).
• Experience in working with accounting software and invoicing platform (Koalaboox, PayPal, Stripe, Odoo, Exact Online) is desirable.
• Right to live and work in Belgium.

We offer

• Full-time job (CDD or CIP professional immersion contract of 6 months).
• The perspective of long-term employment contract CDI based on results delivered.
• Salary package commensurate with experience.
• International fast-paced work environment with offices in the heart of Europe.
• Making a difference by advancing both renewables and energy access.
• Working with highly motivated colleagues in a start-up atmosphere.
• On-the-job training.

How to apply

Interested candidates who fulfil the requirements should address their application (CV + 1-page Cover Letter indicating earliest possible starting date) with the subject line “Application: ARE Finance, HR and Administration Assistant – First Name + Last Name” to Estrella Fernandez (e.fernandez@ruralelec.org), no later than 30 June 2023 (23:59).

Job Type: Full-time

Schedule:

• Monday to Friday

Application Question(s):

• Please apply by sending your CV and Cover Letter to e.fernandez@ruralelec.org. Mail subject line: Application: ARE Finance, HR and Administration Assistant – First Name + Last Name

Work Location: Hybrid remote in 1040 Brussel

Application Deadline: 30/06/2023

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