Finance and Operations Manager

Finance and Operations Manager

Positive Money Europe

Brussels, Belgium

About the role

We are recruiting a Finances & Operations Manager to join our Brussels-based team on either a full-time (38 hours/week) or part-time basis (minimum 50%). The role will focus on ensuring the smooth running of our finance, administration and operational functions, and leading the financial management of our grants.

Working closely with the Executive Director and external service providers, you will manage the day-to-day finance administration of the organisation and support budgeting, financial reporting and audits. You will also oversee grant budgets, monitor expenditure, prepare financial reports for funders, and support the development of project budgets for funding applications.

Alongside financial responsibilities, you will coordinate a range of operational and administrative activities that enable the organisation to run effectively. These include supporting HR administration and payroll processes, coordinating office administration, organising staff travel and Board logistics, managing relationships with external suppliers, and continuously improving our internal systems and processes.

As a key member of a small and collaborative team, you will help ensure that our operational systems effectively support our advocacy, research and communications work. You will also contribute to the organisation's wider development by supporting fundraising through grant budgeting and financial reporting, identifying opportunities to improve organisational processes, and helping build a resilient and efficient organisation as we continue to grow.

You will report directly to the Executive Director.

About you

You are an organised, detail-oriented and proactive professional with experience in finance administration, ideally managing grants in a Belgian non-profit environment. You are comfortable working with budgets, financial data and spreadsheets, while also enjoying the variety that comes from supporting administration and operations.

You are able to balance multiple priorities, communicate effectively with colleagues and external partners, and take ownership of your work. You enjoy improving processes and building reliable systems that help others do their work effectively.

You are excited about Positive Money Europe's mission and share our commitment to collaboration, inclusion and continuous learning.

Accountabilities

The accountabilities below have been evaluated for a 80% working-time regime with room for growth in the role. If the actual working time of the successful candidate is less than 80%, some tasks and responsibilities will be externalised. For full-time candidates, other responsibilities may be added, depending on the candidate’s profile and interest, and on the organisation’s needs.

Strategy

• Contribute to the continuous improvement of finance, grant management and operational processes;
• Support the Executive Director in developing project budgets for funding applications;
• Identify opportunities to improve administrative efficiency, financial reporting and grant management systems.

Delivery

Grant Management

• Lead the financial management and administration of all grants;
• Monitor grant expenditure and ensure compliance with donor requirements;
• Prepare financial reports for funders;
• Maintain grant budgets and expenditure tracking tools;
• Support project teams throughout the grant lifecycle.

Finance

• Manage day-to-day financial administration and accounting;
• Process invoices, payments and staff expenses;
• Produce budget monitoring reports and financial information for management and the Board;
• Support annual budgeting, forecasting and audit preparation;
• Maintain finance procedures and documentation;
• Coordinate payroll administration, to ensure timely and correct salaries and benefits payments, with the external HR provider.

Operations

• Coordinate day-to-day office administration and operational processes;
• Provide administrative support for HR procedures, such as recruitment processes when required, onboarding/offboarding processes, leave and employment benefits, etc.;
• Coordinate procurement and relationships with external suppliers;
• Organise staff travel and accommodation;
• Support IT administration;
• Support the organisation of Board meetings, including logistics and documentation;
• Maintain organisational records, filing systems and internal procedures.

People

• Foster a collaborative and supportive team spirit;
• Provide effective and empathetic communication;
• Act as the first point of contact for finance and grant administration queries;
• Work collaboratively across the organisation to ensure operational processes effectively support programme delivery;
• Communicate financial information in a clear and accessible way to colleagues with different levels of financial knowledge.

External

• Build and maintain effective working relationships with funders, external consultants, payroll providers and other suppliers;
• Liaise professionally with external partners on grant administration, payroll processing and financial reporting matters.

Culture

• Communicate with self-awareness, respect and transparency, actively contributing to a work environment where other team members feel safe and heard, and collaborate with an open mind;
• Communicate clearly and constructively with external partners to ensure a smooth running of the projects;
• Role model our values and principles of work within and outside the organisation;
• Implement strategies and practices to dismantle oppression within the research programme, and embed anti-oppression thinking in our research projects.

Person Specification

Skills & Experience

Essential

• Experience in grant management and financial administration within a Belgian ASBL/VZW or similar organisation;
• Experience managing grant budgets and preparing financial reports for funders;
• Excellent Microsoft Excel skills (e.g. financial reporting, Pivot Tables, XLOOKUP/VLOOKUP and advanced formulas, etc.);
• Excellent organisational skills and attention to detail;
• Ability to manage multiple priorities and deadlines;
• Experience working with external consultants;
• Working proficiency in English, and in French or Dutch.

Desirable

• Basic accounting knowledge and/or experience using tools such as Odoo;
• Experience coordinating Belgian payroll administration;
• Experience supporting (multi)annual budgeting and forecasting;
• Experience supporting Board administration;
• Familiarity with Belgian nonprofit financial compliance;
• Experience improving administrative or financial systems and processes.

Values & Behaviours

• Passionate about Positive Money Europe's mission of building a fair, democratic and sustainable economy;
• A problem solver, willing to dive into uncertain or complex new areas of work;
• High degree of initiative and attention to detail;
• Strong sense of ownership and accountability;
• Excellent analytical and problem-solving skills;
• Excellent interpersonal and relationship-building skills;
• Able to work autonomously while collaborating effectively with colleagues;
• Committed to continuous learning and improving systems and processes;
• A commitment to continued learning on anti-oppression concepts;
• High level of self-awareness. Skilled in reflecting on your own behaviours and practices and working to change them where necessary;
• Commitment to demonstrating our values and principles of work in your work.