The Role
Reporting directly to the Operations Director, this is a key role within the operations department with the exciting objective of contributing to the development and implementation of policies and systems for finances, administration, HR and fundraising. In this position you will use your skills and experience in accounting, and your attention to detail, to help manage the finances and accounts of our organisation. You will produce accurate financial records that help the organisation make decisions and report to funders and liaise with payroll office and suppliers. You will be part of a small, dynamic, multinational team.

Key responsibilities will include:

· Process all transactions using WinBooks accounting software:
· Accounts payable: collect, record and file invoices, get approval for payment, prepare payments, send proofs of payment when required
· Accounts receivable: invoice third parties for fees and costs reimbursements, follow up on payments, send requests for payments to members and donors
· Book costs, income, bank and credit card statements in the accounting system; prepare reconciliations and statement for management
· Ensure that all administrative and legal-related systems are accurate and maintained like sub-contracts, donor compliance non-financial policies and procedures and HR legal requirements.
· Keep track of the group insurance and other insurances, vouchers, holidays etc.
· Verify and file supporting documents ensuring compliance with Belgian regulations and donors' requirements
· Ensure that the organisation meets its legal requirements, including accounting practices, insurances, VAT (declaration and payment) and tax regulations (e.g. IPM), Belgian labour law, ASBL law, etc.
· Management accounting: allocate income and expenses to relevant budget codes for internal budget control and reporting to donors
· Liaise with external consultant to prepare VAT and other tax returns.
· Prepare annual inventory operations and closure of accounts.
· Prepare and organise documents for statutory and donors' audits.
· Management accounting: allocate income and expenses to relevant budget codes for internal budget control and reporting to donors
· Ensure timesheets are matching, accurate and signed on time.
· Monitor changes in staff to set up new employees in the system, update the social secretariat and insurance contracts.
· Maintain/update employee records and file HR documents.
· Prepare staff attendance/leave records for the social secretariat to process payroll. Distribute staff's salary slips when received.
· Manage the day-to-day relationship and inquiries with the Social secretariat, insurance companies and relevant public administration offices.
· Keeping track of all staff activities and deliverables, and assisting with the preparation of the activity reports, financial reports, and external audit

· Provide support in maintaining, updating and improving ECOS's financial management tools.
· Provide support in preparing actual versus budget expenses for ECOS budget, departments budgets and donor reports.
· Provide support in collecting and verifying financial supporting documents from project partners as required.
· Provide support to draft financial reports from ECOS accounts and/or financial reports submitted by project partners.
· Prepare ECOS supporting documents for auditors or project leaders.
· Prepare monthly cash flow forecasts for management.
· Monitor bank accounts for funds received and confirm reception as required.
· Assist with the preparation of organisational budgets and forecasts.
· Oversee all reporting deadlines and coordinate with other members of the operations team and with relevant policy staff to ensure all funders' requirements are met (including, for example, the European Commission, governments and private foundations).
· Support and coordinate with relevant staff members to ensure narrative and financial reports to funders are delivered on time and appropriately submitted.
· Ensure that all procurement is done following ECOS's policy and or the different donors' policies and update ECOS procurement policy on a regular base
· Set up TORs and contracts as required.
· Recommend cost-reducing solutions

The ideal candidate will have the following attributes:
· Excellent organizational and planning skills as well as attention to detail
· Advanced practice of an accounting software, preferably WinBooks
· At least 2 years' experience in accounting, preferably in an NGO environment
· Knowledge of Belgian labour and fiscal law and non-profit organisation requirements
· Fluent English, other languages an asset

· Experience of working within the non-profit sector
· Experience of working with EU and non-EU foundations
· Commitment to the environment

What we offer
· An open-ended Belgian contract with a competitive salary package including additional benefits (meal vouchers, pension scheme, 13th month, insurances, public transport, eco-cheques) depending on skills and experience, according to the ECOS salary scale
· A dynamic international working environment
· Being part of a dedicated team whose common goal it is to protect the environment
· A very pleasant working environment

How to apply
Applicants are requested to send a letter of motivation explaining their suitability for the position together with a CV by 23:59 on August 9 to with the subject line "FINANCE AND GRANTS OFFICER: full name".

The selection process and first round of interviews might be taking place on a rolling base based upon availability of interview panel and candidate during the summer.
Due to the expected interest in this position we regret that only short-listed candidates will be contacted.

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Rue d'Edimbourg 26
1050  Brussels