Administration and Finance Officer

Administration and Finance Officer

HIAS Europe

Brussels, Belgium

POSITION SUMMARY:

HIAS Europe seeks a full-time or part-time Administration and Finance Officer to join its small, yet growing, team based in Brussels, Belgium. HIAS Europe seeks to develop and expand partnerships to support HIAS’ global humanitarian efforts and engage Jewish communities in Europe in support of its mission to provide relief and protection to refugees around the world. The Officer will implement day-to-day financial and administrative activities in support of the operations of this new office. S/he ensures maintenance and high standards of accounting records, internal controls in accordance with International Accounting Standards, administration standards (including human resources-related), local laws and regulations, and executes established financial and administration policies and procedures. The Officer also conducts relevant accounting functions, including general ledger, accounts payable/receivable, procurement. Payroll functions will be supported by an external service provider, to be overseen by the Administration and Finance Officer. Finally, the incumbent will support the design of the administrative systems to be implemented to ensure the effective administration of humanitarian aid.

The successful candidate may also be involved in audits as well as any other office management tasks and logistical functions for the organization of events. S/he ensures accurate and timely preparation of internal financial reports and submissions for external reporting. This position reports to the HIAS Europe Director. S/he also works closely with the HIAS Finance and Grants Compliance management team and oversees all Finance and Administration functions administered by HIAS Europe. The incumbent will liaise closely with counterparts in Country Offices that implement programs funded by HIAS Europe.

ESSENTIAL FUNCTIONS:

Financial Statements and External Reporting

  • Oversees the preparation of monthly, quarterly and annual financial statements and reports;
  • Ensures timely and accurate monthly close of General Ledger;
  • Compiles cash flow forecast and forward monthly cash request to HQ on a timely basis;
  • Ensures that financial reports for all donors, local compliance and HQ are submitted in a timely manner;
  • Monitors cash flow to ensure there is adequate cash to fund operations.

Internal Controls and Compliance

  • Ensures compliance with all HIAS policies and procedures as outlined in policy manuals and in accordance with local statutory requirements;
  • To develop additional HIAS Europe policies and procedures according to the programs in order to control the processes;
  • Support Country Offices Finance staff in their application of HIAS Europe financial policies and procedures;
  • Oversees all financial audits of the operations of HIAS Europe;
  • Ensures that financial transactions are coded correctly.

Budgets and Budgetary Controls

  • Works with HIAS Europe Director and Program Officer in the preparation of country office budgets, program budgets and proposals;
  • Prepares, analyzes and reports to the country director and HQ monthly budget vs actual analysis;
  • Ensures controls of expenses assigned to grants.

General Ledger

  • Oversees all financial transactional activity, including; accounts payable, accounts receivable and payroll and ensures that all financial transactions and journal entries are recorded accurately in accordance with organization policies as well as Belgian regulations;
  • Reviews key monthly account analyses; bank reconciliations, G/L to subsidiary ledger reconciliation;
  • Maintains structure and ensures maximization of accounting software.

Human Resources Management

  • Serve as focal point for communication with external payroll service provider;
  • Tracks payroll documents, leave requests and time sheets;
  • Ensures timesheets are completed in timely submission with adequate approval, accuracy, in alignment with funding and filings;
  • Ensures compliance with policies and procedures.

Logistics and Administration

  • Day-to-day office management;
  • Manages HIAS Europe vendors while ensuring procurement policies and procedures are met;
  • Assists HIAS Europe Director in relation to office safety and security measures;
  • Provide, as needed, logistical support to HIAS Europe operations, especially as part of organizing events.

QUALIFICATIONS & REQUIREMENTS:

  • Formal qualification in financial administration;
  • At least two years of work experience in a financial and/or administrative capacity, ideally with a humanitarian or development INGO;
  • Experience working in a financial/administrative capacity in Belgium, preferably in an NGO; knowledgeable about relevant Belgian laws and regulations;
  • Fluency in English and preferably also French;
  • Excellent interpersonal and organizational skills;
  • Excellent computer skills in all Microsoft Office Suite products (Word, Excel, PowerPoint, etc);
  • Highly organized and detail-oriented with strong problem-solving abilities;
  • Capability to handle sensitive and confidential information;
  • Ability to work in a team and independently, take initiative, prioritize competing tasks and meet deadlines in a fast-paced environment.

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© EuroJobsites 2020

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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