Finance and Office Manager
Ai-Data-Robotics Association
Start date
January 2025
Salary
€3500 - €4500 per month
About the Organisation
European Partnership on AI-Data and Robotics aims to boost European competitiveness, societal well-being, and environmental aspects to lead the world in researching, developing, and deploying value-driven trustworthy AI, data, and robotics based on fundamental European rights, principles, and values. Adra presents the contractual counterpart to the European Commission for the implementation of the ADR co-programmed partnership.
Adra’s principal goal is to develop and implement a strategy and roadmap for research, technological development, and uptake, to create an innovation ecosystem for strong European leadership in ADR, and to deliver maximum economic and societal benefit to its citizens and businesses.
About the role
The role involves managing the organization's finances, including working closely with an external bookkeeper to process payments, categorize all income and expenditures, and approve expenses. Together with the Secretary-General, the individual will develop long-term financial strategies to ensure sustainability, including sourcing and assessing funding sources, setting budgetary targets, and managing financial risk. Moreover, you will be expected to manage the day-to-day administration of the office. Joining a fast-paced, start-up environment, you will be assisting in the day-to-day operational activities of the Adra association, such as processing the financial data of the association.
Responsibilities
- Create and manage sales invoices in Teamleader, based upon Adra’s memberships data, ensuring correct registration in our systems and databases.
- Work with our Secretary-General on funding applications and European grant management, including producing project budgets, tracking expenditures, and producing reports for funders
- Ensure the analysis and processing of financial data to establish quarterly financial reports for the board of directors, as well as annual program budgets.
- Prepare and analyze financial reports, budgets, and forecasts.
- Manage accounts payable and receivable, ensuring timely processing and compliance.
- Oversee payroll processing and employee expense reimbursements.
- Addressing financial discrepancies and operational challenges proactively.
- Implementing and enforcing financial controls to prevent errors and fraud.
- Commitment to detail in financial records and reporting
- Collaborate with our Secretary-General to manage all HR-related matters, including updating and developing policies, managing payroll, and supporting recruiting and onboarding.
- Ensure efficient daily office operations, including procurement, supplies, and a functional work environment for staff.
- Manage IT infrastructure, cybersecurity, and technical support, ensuring smooth functioning of hardware, software, and networking systems.
- Ensure compliance with tax regulations and financial reporting standards
- Organise all staff travel and accommodation
- Support the team in organizing events (Budget and Finance needs specifically), staff training, and team building days online and in-person
- Managing schedules, resources, and office infrastructure efficiently
- Manage relationships with suppliers and contractors such as insurance companies, pension scheme providers, payroll managers accountants, etc.
Skills, Competencies & Experience
Skills, Experience & Qualifications::
- Track record of success managing operations
- Strong understanding of nonprofit finance and compliance
- Experience managing small to mid-sized budgets
- Experience working with accountants and payroll managers in Belgium
- HR knowledge within Belgian law
- Excellent organizational skills, attention to detail, and ability to manage multiple priorities and deadlines simultaneously
- Good IT skills, including Microsoft Office suite.
- Familiarity with Basecone (accounting software) and Team Leader (Customer relationship management) software would be a plus.
- Excellent English verbal and written communication skills (this is the preferred business language in the office)
- Working proficiency in French and Dutch
- Proven experience in finance and office management (at least 3 years).
- Strong knowledge of financial regulations and accounting principles.
- Proficiency in financial software and Microsoft Office Suite (especially Excel).
- Excellent organizational, analytical, and communication skills.
Values & Behaviours:
- Problem solver, willing to dive into uncertain or complex new areas of work and find creative solutions
- Ability to work autonomously, effectively, and efficiently
- Willingness to maintain a general (non-expert) understanding of our key areas of work
- Commitment to continued learning of anti-oppression concepts
- High level of self-awareness. Skilled in reflecting on your behaviors and practices and working to change them where necessary.
- Commitment to demonstrating our values and principles of work in your work
- Self-starter and adaptable to multiple priorities and adjusting plans in unforeseen challenges
Required Qualifications
- Bachelor’s Degree in Finance, Accounting, Business Administration, and a Related field
Compensation & Benefits
- 20 days Annual Leave
- Meal Vouchers
- Ecocheques Hospitalisation Insurance
- 9days Extra-Legal Holidays
Conditions of employment
- You need to be eligible to work in Belgium
Working locations
- Remotely working in Brussels Belgium
How to apply
- Send an email to [email protected] with a CV in English, two references, and one page of a cover letter, Your Name, and with the subject line "Finance and Office Manager" on 13th December 2024.
Interviews
- Shortlisted candidates will be contacted for an interview
Policies
- Adra is committed to providing an equal-opportunity work environment.