DESCRIPTION:

ProtectDefenders.eu is looking to recruit a Finance and Administration Officer.

ProtectDefenders.eu, the EU Human Rights Defenders mechanism, is seeking a dynamic and committed Finance and Administration Officer to support our mission in defending human rights defenders at risk worldwide.

TERMS OF REFERENCE:

Based at the Secretariat’s office in Brussels and reporting to the Head of Finance and Operations, Finance and Administration Officer supports the dynamic and energetic team of the Secretariat by providing support to the financial management of the main projects, and the sound financial/administrative functioning of the Secretariat. The responsibilities of this role stretch across the following domains: Financial Management, HR administration, Administrative and Logistical Support. As part of the Finance/HR/Admin team the incumbent might be asked to support the team as back-up and as requested. A non-exhaustive list of responsibilities is outlined below.

MAIN TASKS AND RESPONSIBILITIES:

Financial Management

• Support the Head of Finance in the coordination process of the financial aspects of the multi-year, multi-partner program in line with donor and consortium requirements;


• Support in consolidating and monitoring cash flows and reporting templates;


• Being the main focal point for the external accountants, closely monitor expenditures and support the Head of Finance in the finalization of yearly accounts;


• Support in preparing expenditure verification and external audits;


• Expenditure management: verification and entry of payments by bank transfer and verification of office expenditures made by other means (cash, credit card, Western Union, etc.);


• Liaising with the bank and any other relevant banking/credit institutions and/or financial service companies;


• Coordinating reimbursement requests and processing related payments by ensuring the compliance with internal and donor requirements, including filing of supporting documents;


• Support the team and the Secretariat in developing and updating internal policies and procedures;


• Regularly transmitting information to the Head of Finance regarding financial records and adjusting transactions as booked by the external accountant when necessary;


• Maintain the filing system for all financial, accounting and administrative deliverables;


• This position is currently under transition, with ongoing developments in the organisation’s financial systems and the role may evolve to include tasks related to system-based financial data entry and support.

HR Administration

• Provide advice and support to management on all HR related matters and report HR related data;


• Payroll administration in coordination with the external payroll company;


• Preparing HR documents such as employment certificates, contracts of employment, etc;


• Coordinating staff on-boarding and off-boarding activities;


• Coordinate and ensure liaison with insurances companies;


• Coordinate working permits requests;


• Ensure proper filing and safe keeping of HR administrative documentation.

Administrative and Logistical Support

• Being the main focal point for external service providers, namely IT support external provider, building manager, etc;


• Support in arranging office spaces and communicating with vendors to ensure the proper office management;


• Implement office safety and security standards and protocol;


• Maintain assets, oversee the inventory and keep the service providers’ registry up to date;


• Support logistics of travel and meetings as necessary;


• Support in validating procurement processes in compliance with internal and donors’ regulations;


• Ensure proper filing and safe keeping of administrative procurement documentation;


• Any other tasks as required.

QUALIFICATION REQUIRED:

• University or professional degree in finance, economics, business, accounting, HR or related field preferred;


• Previous experience in Finance/HR/Admin/Office management position, preferably in the Belgian context and in the NGO sector;


• Excellent knowledge of Belgian HR legislation;


• Working knowledge of MS Office applications;


• Strong communication skills in English and French. Dutch knowledge is an asset.