Administrative and Financial Manager

European Civic Forum

Hours
Full-time 38 hours per week

About the Organisation

European Civic Forum (ECF) is a pan-European network of nearly 100 associations and NGOs across 29 European countries. Founded in 2005 by our member organizations, we have spent nearly two decades working to protect civic space, enable civic participation, and build civil dialogue for more equality, solidarity, and democracy in Europe.

ECF secretariat is composed of a small but dynamic and multi-task team, responsible for the implementation of our annual work programme and the day-to-day management of the network. Team spirit, empathy and care, mutual respect, and trust are values at the core of our work with others, within the secretariat, the governance team, and the wider network!

About the role

Administrative and Financial Manager plays a pivotal role in overseeing an organization's financial health and administrative operations. This position ensures that financial practices align with organizational goals and that administrative functions support efficient operations.

The role demands a comprehensive understanding of financial principles, strong leadership abilities, and excellent organizational skills. Proficiency in financial software and tools, along with a keen attention to detail, is essential. Effective communication and problem-solving skills are also critical to navigating the complexities of this role successfully.

For instance, the Electoral Commissions Forum of SADC countries (ECF-SADC) outlines that their Finance & Administration Manager is responsible for all human resources and administration matters of the Secretariat, including financial management, policy implementation, and strategic support to other units. 

Responsibilities

HR and Administrative:

• General administration and office management: organization of office operations and procedures; managing logistics for events, such as travel, accommodation, venue, and catering bookings and the refunding of participants.
• Maintaining office efficiency by planning and implementing office systems, supplies, and equipment procurement.
• Human resources: liaising with the social secretariat for monthly payrolls, leave requests, meal voucher orders, Prevention and Protection at Work reports, and well-being at work policies; supporting the secretary general in drafting contracts and in the design and implementation of HR strategy.
• Supporting the administration of new contracts for employees, consultants, and interns, and ensuring the efficient and timely management of ongoing contracts, including the payment of payrolls, and staff and contractors’ reimbursements.
• Training staff members in administrative and accounting procedures and ensuring compliance with Belgian law.
• Events management, administrative and logistical support to ECF membership management, and preparation of reports of internal meetings.
• Overseeing the filing and archiving of financial and administrative documents; preparing and distributing memos and reports; establishing standards and procedures, measuring results and making necessary adjustments.
• Supporting the secretary general and the team in developing and implementing the organization’s Code of Ethics.

Financial Operations:

• Budgetary control and monitoring of expenses and accounting process, including ordering, processing and payment, and preparation of invoices.
• Carrying out budget monitoring and steady reporting; assisting in the preparation of financial reports, reconciliations, and audits, and liaising with the secretary general, external accountant, and auditors.
• Coordinating the reporting of projects and grants, including collection of timesheets, invoices, and receipts; calculation of hourly rates; and preparation of financial reports in line with EU standards and requirements, in collaboration with the secretary general.
• Monitoring of calls for projects and other fundraising opportunities.

Skills, Competencies & Experience

• 3-5 years experience in a similar position, managing day-to-day administration and financial planning and analysis — ideally in a multicultural, NGO environment.
• Experience in managing EU-funded projects.
• Excellent written and oral communication skills in French and English.
• Sound knowledge of Belgian employment policies and laws.
• Organizational skills to set up and manage processes, and deadlines and prioritize workload.
• Excellent literacy/numeracy skills.
• Excellent IT skills (Microsoft 365, Excel, and Word).
• Strong organizational and multi-tasking skills
• Good team player skills including commitment and flexibility
• Ability to work to deadlines and follow-up on tasks — comfortable in setting and sticking to own deadlines and responding to those set by others.
• Ability to work independently and propose new actions when appropriate.
• Ability to work in a multicultural environment.
• Interest in the civil society sector and advancing civil and human rights.
• Ability to work within a European membership-based organization.

Required Qualifications

• Undergraduates Degree

Compensation & Benefits

• 20 days Annual paid Leave, 
• Plus 5 days of paid extra-legal holidays. 
• 9 days over two weeks, 
• Compensated by 18 days additional paid holiday
• 100% Paid Public Transport 
• Season Ticket
• Holidays year bonus, 
• Meal Vouchers, 
• Teleworking Fee
• Compensatory Paid Leave.
• Bank holidays

Working locations

• Hybrid model, working in the Brussels office and remotely

How to apply

• Send an email to [email protected] with a CV and a cover letter by 28th February 2025 at 5 PM

Interviews

• Shortlisted candidates will be contacted for an interview

Policies

• ECF is an equal opportunities employer, committed to workplace diversity and the inclusion of people from diverse backgrounds, abilities, and experiences. We strongly encourage qualified candidates from all backgrounds to apply!

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