Finance, HR and Office Assistant

Finance, HR and Office Assistant

IFOAM Organics Europe

Brussels, Belgium

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.

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.

What kind of person are we looking for?

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.