Our client is a human-sized and fast-growing scale-up in the fintech sector backed by one of the major banks.  They offer products and services relating to the acceptance of card payments.  Their offices are located in central Brussels and are very easily accessible by public transport. As part of their fast growth, they are today looking to recruit a diligent Client Relations & Operations Specialist to work as part of a team of 10.

Purpose of the role:

Executing complex operational and client support tasks in close collaboration with internal departments and external partners, ensuring a top-range service level at all times, participating in various projects, reporting to management.

Job Description:

• Screening and completing new client contracts
• Handling client risk acceptance, including credit risk analysis, compliance checks, data investigation (e.g. legal entities via the “Moniteur belge/Belgisch Staatsblad”, financial situation, type of business/activities, … )
• Handling client risk recertification (in case of change in the clients’ activities, management, etc.)
• Handling client file modifications: updating and changing existing contracts (new functionalities, close client relation, close account, bad debts, company legal form, etc.)
• Implementing complex client files (e.g. companies with multiple legal/ operational entities)
• Managing complaints and incidents, such as technical issues while processing payments
• Providing customer and sales support: handling incoming calls from clients, understanding their issues, providing 1^st line support, escalating issues when too technical, advising clients, etc.
• Participating in various projects, in their follow up and their implementation, in close cooperation with the project team and external suppliers
• Participating in the set-up, description and documentation of new back office tasks, maintaining the documentation for existing tasks
• Monitoring the activity (against KPIs) and reporting to the Management
• Controlling and following up on invoicing and budget
• Contributing to the coaching of junior colleagues and newcomers

Profile:

• You ideally hold a relevant Bachelor or you are equivalent by experience
• You have at least 3-5 years of experience acquired in a similar role (customer support/back-office role in a B2B environment) ideally within the financial sector
• You are fluent in French or Dutch with a working knowledge of the other language.  An operational level of English is a plus.
• Knowledge of acquiring activity is a strong asset
• Knowledge of/experience with client risk evaluation and qualification is an advantage
• You have a very analytical, agile and inquisitive mind
• You have strong communications skills and can easily interact with colleagues and third parts (suppliers and clients)
• You are client & service oriented, your very good listening skills allow you to understand the issues of your customers and to come up with efficient solutions
• You have an affinity with more complex technical and financial concepts
• You are detail oriented, meticulous, and methodical
• You are efficient with a good focus on the results to be obtained
• You are autonomous but you also enjoy working as part of a small team, you have a collaborative approach
• You are a fast learner and enjoy developing your knowledge and skills
• You adopt a flexible and “can-do” attitude, honesty & integrity are important values to you

Offer:

• A permanent, full-time employment contract
• Starting date: ASAP!
• A competitive salary with a very complete benefits package, including luncheon vouchers Eco cheques, group and health insurances, 32 holiday days (40h-workweek), a monthly net allowance, bonus, homeworking possibilities (up to 40% of the time), …
• Location: the company is located in the city centre and is therefore easily reachable by public transport
• The opportunity to join a vibrant, human-sized company with a flat hierarchy and a start-up business culture within a very promising sector!

 

Keywords: acquiring, KYC, merchant payment services, risk evaluation, finance, client support, sales support, customer service, B2B, account management, back office, administration

Our client is an international federation operating in the field of sustainable development. Their main mission is to offer a wide scope of services to their members, ranging from monitoring EU legislation developments to enhancing the exchange of best practices through the organisation of workshops and conferences. They are located in the city centre of Brussels and count +/- 70 staff.

They are today looking to recruit a Head of Membership Development.

Purpose of the role

• To develop and implement a sales strategy designed to attract new members and retain existing ones
• To lead a team of 3 people
• To report to the Senior Director

Main responsibilities will be

To define the global membership Development strategy:

• To analyse the market structure, main actors, evolution and trend
• To work in close collaboration with specialised department and regional offices worldwide
• To implement membership retention strategies and actions, to monitor the impact of the actions undertaken, to make suggestions on new actions
• To put new processes in place in order to help reach the membership development targets
• To take an active role in the optimisation of the CRM structure and management in order to closely monitor member activities and needs
• To coordinate the regional membership development strategy and supporting actions elaborated by regional offices including retention activities
• To organise personalised coaching of regional teams on membership development practices, supported by occasional office visits
• To support and supervise Key account management, membership invoicing and fee collecting, all being handled by the Membership Manager (team member)
• To monitor and report on the membership development results and to put corrective actions in place

To implement the member recruitment plan:

• To actively take contact with potential members highlighted into action plan, to manage contacts in close relationship with the Managers, to transform those contacts into new members
• To ensure that member management processes are followed by all concerned people
• To motivate the whole organisation on the importance of such membership development plan
• To monitor and communicate progress reports on activity to target
• To create and keep up good relationships with strategic members and act as one of the main contact points for all Members (split of responsibilities between key account managers)
• To have an active physical presence in fairs and events worldwide

To lead the Membership team (3 staff)

• To support, coach, encourage and engage team members
• To provide them with necessary and constructive feedback, in order to help them improve their performance
• To create the conditions for fulfilment at work by promoting autonomy, a sense of belonging and the use of creativity of team members
• To identify and promote professional growth opportunities for the team members
• To set departmental and individual goals by recognising talents and putting them at the service of the department
• To conduct routine evaluations of progress and performance
• To manage the budget of the unit

The ideal candidate should have the following profile

• A Bachelor/Master in a relevant field (such as Commercial Sciences, Economics, Marketing)
• 5 to 10 years experience in a team leadership role in B2B (membership sales experience is a plus), where strong sales capacities were demonstrated
• Fluent English (spoken and written). Any additional language is a plus (especially French)
• Good understanding of sales and marketing tools such as CRMs
• Strong motivation to understand the complexity of sustainable development issues
• Good negotiation, interpersonal and presentation skills
• Strong strategic analysis capacities
• Commercially and result oriented
• Ability to liaise with various partners internally and externally
• Genuine team leadership skills, approachable personality with a good mix of patience and persistence
• Ability to set boundaries and to communicate diplomatically but firmly as well when needed
• Able to interact in a multi-cultural environment with a strong cultural sensitivity
• Available for regular travel worldwide (on average 2 business trips/month)

Offer

• Starting date: ASAP
• A permanent, full time contract
• A competitive salary with a complete benefits package including luncheon vouchers, health and group insurance, 100% reimbursement of transport costs, homeworking possibilities
• Location: the company is located in the city centre of Brussels and is therefore reachable by public transport
• This is a unique opportunity to join a fast moving organisation and a truly multicultural environment
• The opportunity to work in an environment that truly makes a difference (sustainable development)!

Our client specialises in the coordination and management of multidisciplinary science projects in support of policy makers and industry players.   They act as an expert consultative body for various stakeholders (regulatory organisations, policymakers, industry and NGOs).  They are currently recruiting an Office and Administration Manager for their small Brussels office.

PURPOSE OF THE ROLE

You will be in charge of the financial management (accounting in collaboration with external accountant, budget management, …), contracts management (follow up on EU funding, financial & activity reporting, legal compliance) and HR Administration (personnel contracts, preparation of payroll, …).  You will also be involved in the day-to-day office management and contribute to the optimisation & rationalisation of company policies and administrative procedures.

JOB DESCRIPTION

Accounting and financial administration

• Handling the day-to-day financial procedures and bookkeeping activities including processing invoices, payments to suppliers, staff expenses, bank statements, …
• Updating the internal accounting system
• Working closely with external accountant to support appropriate financial returns (e.g. VAT) to the Belgian authorities and to ensure accuracy on the annual accounts
• Responsible for the preparation of annual audit (in collaboration with external accountant) and any governmental/donor audits, being the primary contact point

Budget Management

• Budget preparation for funding applications, controlling and preparation of financial reports to funders in compliance with funders’ financial regulations
• Project management related to budget, time allocation, costs allocation; performing the monitoring of projects regarding resources and expenditures
• Monitoring income and expenditure flow, cash flow and future trends
• Preparation, management and implementation of the operating budget, including:
  • Preparation of annual budget and quarterly budget revision, including presentation of financial analysis on specific projects/programmes and indicators
  • Monitoring actual spent against budget on a monthly basis and monthly/quarterly reporting to the managing director and management team
• Ensuring consistence of financial flows with approved budgets and internal guidelines and policies

Contracts Management

• Preparing, managing and following up on contracts with EU, partners and subcontractors for different projects and service contracts
• Reviewing grant agreements, identifying and resolving compliance issues related to donor requirements
• Improving core internal processes and driving excellence in the management of grants

HR Administration & Office Management

• Preparing payroll in collaboration with social secretariat
• Being involved in the recruitment of new staff (from a budget/financial point of view) and the preparation of personnel contracts
• Improving and developing new company procedures (e.g. travel and expense policy, submission of timesheets, …), identifying more performing IT tools and databases for the organisation (e.g. accounting software), etc.

PROFILE

• Bachelor or Master Degree in Commerce, Business Administration, Financial Management, Accounting or in another relevant field
• Minimum 5 years of experience in financial administration & budget management, accounting, contracts management, office administration; ideally acquired within a similar organisation (research body, scientific consultancy, EU association, think tank, trade association, lobby group, …)
• Experience with the financial management of public funding, grants & subsidies (e.g. EU Horizon 2020) can be a strong asset
• Perfect knowledge of Dutch and English (oral and written). Other EU languages are an asset (French, Spanish, Italian, …).
• Good knowledge of MS Office (advanced Excel skills), online information management systems and accounting software
• Ability to communicate effectively with a wide range of partners, including members of the management team, staff, project partners, funders, service providers
• Strong planning, administrative, analytical and organisational skills (numerous deadlines to meet)
• High level of professionalism and attention to detail
• Willingness and ability to work in a small, multicultural team and to be a proactive and constructive team player
• Easy-going and flexible personality (small team) with very good adaptation skills

OFFER

• Permanent and full-time contract
• Competitive salary & extra-legal benefits package including: luncheon vouchers, health insurance, bonus system, 30 holidays
• Starting date: asap
• Company is located in Brussels, possibility to work from home during 1-2 days/week
• The opportunity to enter a small but growing organisation; to work with a dedicated, friendly and multinational team in a sector which genuinely makes a difference (environmental protection & sustainable development).

Keywords: budget management, finances, accounting, contracts management, grants, EU funding, financial reporting, HR, project management, office management, administration, support, research, scientific, sustainability

Our client is a human-sized and fast-growing scale-up in the fintech sector backed by one of the major banks.  They offer products and services relating to the acceptance of card payments.  Their offices are located in central Brussels and are very easily accessible by public transport. As part of their fast growth, they are today looking to recruit a diligent Sales Support & Operations Officer to work as part of a team of 10.

Purpose of the role:

Executing operational tasks as well as client & sales support tasks in close collaboration with internal departments & external partners, ensuring an excellent after-sales service to the clients, offering general administrative support to the department.

Job Description:

Your daily tasks and responsibilities will include:

• Screening and completing new client contracts
• Handling client file modifications in the internal systems: updating and changing existing contracts (new functionalities, close client relation, close account, bad debts, company legal form, etc.)
• Managing complaints and incidents, such as technical issues while processing payments
• Providing customer and sales support: handling incoming calls from clients, understanding their issues, providing 1^st line support, escalating issues when too technical, advising clients, etc.
• Handling administrative procedures related to client risk acceptance, including credit risk analysis, compliance checks, data investigation (e.g. legal entities via the “Moniteur belge/Belgisch Staatsblad”, financial situation, type of business/activities, … )
• And more!

Profile:

• You ideally hold a relevant Bachelor or you are equivalent by experience
• You have at least 3 years of experience acquired in a similar role (customer support/back-office role in a B2B environment) ideally within the financial sector
• You are fluent in French or Dutch with a working knowledge of the other language.  An operational level of English is a plus.
• Knowledge of acquiring activity is a strong asset
• Knowledge of/experience with client risk evaluation and qualification is an advantage
• You have an affinity with more complex technical and financial concepts
• You have a very analytical, agile and inquisitive mind
• You have strong communications skills and can easily interact with colleagues and third parts (suppliers and clients)
• You are client & service oriented, your very good listening skills allow you to understand the issues of your customers and to come up with efficient solutions
• You are detail oriented, meticulous, and methodical
• You are efficient with a good focus on the results to be obtained
• You are autonomous but you also enjoy working as part of a small team, you have a collaborative approach
• You are a fast learner and enjoy developing your knowledge and skills
• You adopt a flexible and “can-do” attitude, honesty & integrity are important values to you

Offer:

• A permanent, full-time employment contract
• Starting date: ASAP!
• A competitive salary with a very complete benefits package, including luncheon vouchers Eco cheques, group and health insurances, 32 holiday days (40h-workweek), a monthly net allowance, bonus, homeworking possibilities (up to 40% of the time), …
• Location: the company is located in the city centre and is therefore easily reachable by public transport
• The opportunity to join a vibrant, human-sized company with a flat hierarchy and a start-up business culture within a very promising sector!

Keywords: acquiring, KYC, merchant payment services, risk evaluation, finance, client support, sales support, customer service, B2B, account management, back office, middle office, operations, administration

Our client specialises in the coordination and management of multidisciplinary science projects in support of policy makers and industry players.   They act as an expert consultative body for various stakeholders (regulatory organisations, policymakers, industry and NGOs).  They are currently recruiting a Finance & Contracts Manager for their small Brussels office which is centrally located.

PURPOSE OF THE ROLE

You will be in charge of the financial management (accounting, budget management, financial control, reporting), contracts management (follow up on EU funding, financial & activity reporting, legal compliance) and HR Administration (personnel contracts, preparation of payroll, …).  You will also be involved in the operations management, such as the optimisation & rationalisation of company policies and administrative procedures.

JOB DESCRIPTION

Financial Management

• Handling the day to day financial procedures and bookkeeping activities including processing invoices, payments to suppliers, staff expenses, bank statements, …
• Updating the internal accounting system
• Working closely with external accountant to support appropriate financial returns (e.g. VAT) to the Belgian authorities and to ensure accuracy on the annual accounts
• Responsible for the preparation of annual audit and any governmental/donor audits, being the primary contact point

Budget Management

• Budget preparation for funding applications, controlling and preparation of financial reports to funders in compliance with funders’ financial regulations
• Project management related to budget, time allocation, costs allocation; performing the monitoring of projects regarding resources and expenditures
• Monitoring income and expenditure flow, cash flow and future trends
• Preparation, management and implementation of the operating budget, including:
  • Preparation of annual budget and quarterly budget revision, including presentation of financial analysis on specific projects/programmes and indicators
  • Monitoring actual spent against budget on a monthly basis and monthly/quarterly reporting to the managing director and management team
• Ensuring consistence of financial flows with approved budgets and internal guidelines and policies
• Strategic financial planning and monitoring
• Identification and review of financial risks, development of optimisation strategies
• Ensuring compliance of the organisation’s financial management and procedures with Belgian and European regulation and standards
• Financial management and reporting on the company’s activities in European, national and regional projects

Contracts Management

• Preparing, managing and following up on contracts with EU, partners and subcontractors for different projects and service contracts
• Reviewing grant agreements, identifying and resolving compliance issues related to donor requirements
• Improving core internal processes and driving excellence in the management of grants

HR Administration & Operations Management

• Preparing payroll in collaboration with social secretariat
• Being involved in the recruitment of new staff (from a financial point of view) and the preparation of personnel contracts
• Improving and developing new company procedures (e.g. travel policy, submission of timesheets, …), identifying more performing IT tools and databases for the organisation (e.g. accounting software), etc.
• Teaming up with the Managing Director, the Research Director and the Communications & Operations Manager, participating in strategic decision-making processes related to the organisation and its activities and future development

PROFILE

• Bachelor or Master Degree in Commerce, Business Administration, Financial Management, Accounting, …
• Minimum 5-7 years of experience in finance & budget management, accounting, contracts management; ideally within a similar organisation (research body, scientific consultancy, EU association, think tank, trade association, lobby group, …)
• Experience with the financial management of public funding, grants & subsidies (e.g. EU Horizon 2020)
• Perfect knowledge of Dutch and English (oral and written). Other EU languages are an asset (French, Spanish, Italian, …).
• Good knowledge of MS Office (advanced Excel skills), online information management systems and accounting software
• Ability to communicate effectively with a wide range of partners, including members of the Management Team, staff, project partners, funders, service providers
• Strong planning, administrative, analytical and organisational skills (numerous deadlines to meet)
• High level of professionalism and attention to detail
• Strong coordination and project management skills
• Willingness to work in a small, multicultural team and to be a proactive and constructive team player
• Easy-going and flexible personality (small team) with very good adaptation skills

OFFER

• Permanent and full-time contract
• Competitive salary & extra-legal benefits package including: luncheon vouchers, health insurance, bonus system, 30 holidays
• Starting date: asap
• The opportunity to enter a small but growing organisation; to work with a dedicated, friendly and multinational team in a sector which genuinely makes a difference (environmental protection & sustainable development).

Keywords: budget management, finances, accounting, contracts management, grants, EU funding, financial reporting, project management, consortium agreements, research, scientific, non for profit, sustainability

Our client is a prestigious human-sized company in the private equity sector. Their elegant offices are located in central Brussels and are therefore very accessible by public transport. They are currently recruiting a diligent Head Receptionist/Office Assistant who will be working as part of a team of 3.

Purpose of the role

To man the reception and the reception area, to ensure that a first class service is offered to all internal and external clients, to ensure the smooth running of the office, to lead the receptionist team, to provide ad hoc secretarial support to the various departments when needed

Job description:

• Making sure the reception and client area are constantly professional looking
• Answering, screening and forwarding incoming phone calls while providing basic information
• Serving visitors by greeting, welcoming, directing and announcing them appropriately
• Booking and managing meeting rooms, ensuring all relevant equipment, material and refreshments are provided. Clearing the meeting rooms after each meeting
• Ensuring daily that printers/fax are loaded with paper and that all IT equipment is in order
• Participating in the order and management of office supplies and stock control
• Receiving, sorting, distributing and sending daily mail/newspapers/deliveries/couriers
• Assisting with the organisation of internal events
• Punctually assisting the Executive Assistants of the various departments: filing, archiving documents, assisting with the preparation of document using MS Office

Profile:

• You are fluent in French, with a working knowledge of English. Dutch is a plus
• You possess ideally 5 years of experience in a similar role – preferably in a similar environment (corporate sector such as law firms, consulting, finance)
• You take pride in representing the company in a very professional way (smart and corporate presentation)
• You are able to maintain confidential information and you have the ability to field phone calls with enthusiasm, professionalism, tact, common sense and persistency
• You are able to interact appropriately with people of all levels including CEOs/VIPs
• You show an absolute drive towards meeting the highest professional standards to ensure client satisfaction
• You are organised and rigorous, you work with a genuine eye for detail
• You are proactive, resourceful & solution oriented
• You are a good team player, a good leader and you have a flexible attitude (also towards working hours)

Offer:

• A full time and permanent contract
• Starting date: as soon as possible!
• Working hours: the reception is open from 8.00 am until 7.00 pm so the 3 Receptionists work in shifts to cover this schedule. Some overtime will occasionally occur in the evening until 7.30 pm. The official working week is 37h30
• A very competitive salary and comprehensive benefits package including luncheon vouchers, health insurance, group insurance, etc.
• The opportunity to work in a quality oriented, corporate environment in very nice offices in the centre of Brussels!

 

 

Our client is a world leader in the field of professional services. They thrive on offering expert advice to global organisations worldwide. Their Zaventem office is currently looking to recruit a Junior Assistant to provide support to a team of Managers & Directors.

Scope of the role:

To play a key role in the daily organisation and administrative support of a team of busy Executives.

Job description:

• Managing the Executives’ diaries: this will include scheduling calls and client meetings, videoconferences and internal meetings
• Booking meeting rooms and restaurants, etc.
• Organising travel arrangements (booking flights, trains, hotels) and itineraries
• Processing expense notes
• Preparing and editing documents on MS Office
• Handling incoming mail and emails
• Translating documents in the 3 languages (Dutch, French and English)
• Participating in the organisation of internal and external events: identifying venues, preparing participants’ lists, liaising with the caterers, etc.
• Etc.

Experience and Qualifications Required for the Position:

• A relevant Bachelor (Office Management, Languages, etc.) is a must
• You are perfectly fluent in English (spoken and written).  You have a very good knowledge of both national languages (Dutch and French).
• You have a relevant first experience in a similar position, ideally within the professional services sector
• Very good command of MS applications (Word, Excel, PowerPoint & Outlook)
• You are well mannered with very good communications skills
• You are accurate and quality minded
• You are proactive and have a very good team spirit
• You are discrete and have diplomatic skills
• You are flexible in the sense that you can easily adjust to changing priorities
• You have a pleasant, well-rounded and mature personality with a positive attitude, a good level of stress-resistance and a demonstrated client-orientation

Offer:

• A full time and permanent contract
• Starting date: A.S.A.P.!
• A competitive salary with a good package including luncheon vouchers, group and health insurance
• Location: the offices are located in Zaventem and are accessible by public transport
• The opportunity to work in a stable and innovative environment, which offers genuine opportunities of self development

Our client is an international law firm with numerous offices worldwide. Their Brussels office is located in the city centre of Brussels and is therefore very accessible by public transport (Louise area). Their human-sized and easy-going team is looking for a talented Assistant/Legal Secretary who will reflect their high-quality service and level of professionalism.

Purpose of the job

The Brussels team has grown and, therefore, there is a need for additional administrative support.  The Assistant/Legal Secretary will support a team of lawyers (including 1 Partner) in their daily activities.   He/she will offer assistance with agenda management, hotel & travel arrangements, conflict checks, timesheets & billing, submissions, document formatting, filing, etc.

Job description:

• Coordinating agendas and invites (Outlook)
• Assistance with conflicts checks, new clients and matters openings
• Billing & accounting assistance: keeping track of fees to record; preparing client invoices (formatting, saving, printing in coordination with billing team); keeping track of recorded client invoices
• Recording and releasing timesheets when lawyers are travelling
• Making hotel and travel arrangements, preparing travel expense notes, monitoring the roaming costs ( and giving regular updates)
• Assistance with conference and events registrations, handling respective agenda updates
• Managing visa applications
• Handling submissions (printout and formatting of documents, photocopies, assembling in folders in a specific order, scanning of documents, organising the couriers) and archiving electronic / paper submissions
• Printing, formatting (layout and table of contents), scanning documents
• Filing documents (paper and electronic), archiving
• Handling catering orders, booking restaurants, ordering taxis
• Assistance with conference calls and video conferences arrangements
• Encoding and updating contacts in the firm’s database
• Assistance with meeting and seminar preparations (list of participants, storing the details in an electronic folder, formatting PowerPoint presentations)
• Working closely with the Receptionists/Office Assistants and Assistant/Legal Secretaries, ensuring an efficient transfer and communication within the team, providing cover in case of absence

Profile:

• Excellent command of English and Dutch with a good working knowledge of French
• 2 to 5 years of administrative experience, preferably in an international Law Firm, Consulting Firm, Big 4/Financial Services Firm, EU institution or organisation
• Very good knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Excellent presentation, professional appearance and polite attitude, good elocution
• Excellent interpersonal and customer service skills to communicate with senior level Attorneys, Clients, Staff, suppliers and others visitors
• Highly organised & punctual, able to set priorities and multitask assignments, excellent attention to detail
• Resourceful and positive attitude, ability to adapt to different situations and personalities and apply common sense
• Respect for confidentiality and discretion
• Stable and diplomatic personality, good listener
• Ability to be proactive & solution oriented
• Ability to work efficiently in a small team

Offer:

• A permanent contract
• Starting date: as soon as possible!
• Working hours: 9am-5.30pm or 9.30am-6pm
• A competitive salary and comprehensive benefits package including luncheon vouchers (€8,00), health insurance, 100% reimbursement of transport costs, 23 holiday days
• International and very dynamic working environment with room for initiative & personal growth.
• A varied position within a closely-knit team where a very good atmosphere prevails, especially between the lawyers and the support departments
• The opportunity to work in a quality oriented, corporate environment in very nice and offices in the centre of Brussels!

 

Our client is a human-sized (20 staff) think tank located in Brussels (Trône/Arts-Loi area), dedicated to sustainable development. They act as an expert consultative body for the European Institutions, policymakers in EU Member States and neighbouring countries, the scientific community as well as private sector stakeholders and the civil society. Their team is a multi-national and dynamic group of dedicated individuals, focusing on a results-oriented and analytical work culture in a trustful and open-minded atmosphere. Their hierarchical structure is flat with a focus on collaboration between the teams and the individuals. They are currently looking for a highly motivated and dynamic Operations & Finance Manager.

PURPOSE OF THE ROLE

You will be responsible for providing high quality financial and operations management including accounting, financial reporting, auditing, budget development and management, internal controls, legal compliance and payroll, and supervision of administration and processes, The position is therefore a mix of strategic and operational responsibilities. The position has the potential to evolve into a management position for all administrative matters of the organisation. It will be based in Brussels, reporting to the Executive Director.

JOB DESCRIPTION

Financial Planning and Analysis, Budgeting, Forecasting & Cash flow

– Comprehensive financial and administrative management of funding awarded by a variety of funders, including foundations, governmental institutions, multilateral organisations and private sector funders. Specific tasks include budget preparation for funding applications, controlling and preparation of financial reports to funders in compliance with funders’ financial regulations

– Project management related to budget, time allocation, costs allocation; performing the monitoring of projects regarding resources and expenditures

– Monitoring income and expenditure flow, cash flow and future trends

– Preparation, management and implementation of the operating budget, including:

o Preparation of annual budget and quarterly budget revision, including presentation of financial analysis on specific projects/programmes and indicators

o Monitoring actual spent against budget on a monthly basis and reporting to the Board of Directors on a quarterly basis

– Ensuring consistence of financial flows with approved budgets and internal guidelines and policies

• Strategic financial planning and monitoring
• Identification and review of financial risks, development of mitigation strategies
• Ensuring compliance of the organisation’s financial management and procedures with Belgian and European regulation and standards

Supervision of Accounting, General Ledger, Administration and Operations

– Supervising the day to day financial procedures and bookkeeping activities including payroll, payments to suppliers, staff expenses, subscriptions and other invoicing related to sales

– Working closely with the Certified Accountant to support appropriate financial returns (e.g. VAT) to the Belgian authorities and to ensure accuracy on the annual accounts

– Responsible for the preparation of annual audit and any governmental/donor audits, being the primary contact point

– Provide support to the HR management for financial issues

– In collaboration with the HR and Office Manager, supporting preparation of contracts with third parties

– Reviewing grant agreements, identifying and resolving compliance issues related to donor requirements

Operations management

–  Advising the team on various matters including administration, legal

–  Improving core internal processes and driving excellence in the management of Grants

– Teaming up with the Executive Director and the HR & Office Manager, participating in strategic decision making processes related to the organisation and its activities

REQUIRED QUALIFICATIONS

– Advanced university degree in Commerce, Business Administration, Financial Management, or Accounting and/or:

– 5-10 years of relevant experience in finance management (preferably with a special focus in analytical accounting and/or auditing, and preferably with an international not-for-profit organisation)

– 2-3 years relevant experience in management/team supervision

– Proven experience with the reporting linked to EU funds (e.g. Horizon 2020)

– Demonstrated skills in the development of finance and accounting policies, procedures and systems, preferably with an international not-for-profit organisation

– Experience with accounting software

SKILLS & COMPETENCIES

– Excellent command of written and spoken English. A working knowledge of French and/or Dutch is desirable. German is a plus

– Demonstrated leadership skills

–  Strong planning, administrative, analytical and organizational skills

–  High level of professionalism and attention to detail

– Ability to communicate effectively with a wide range of partners, including Board of Directors, staff, project partners, funders, service providers and auditors

– Advanced Excel skill (Vlookup, pivot tables, filters, etc.)

– Experience in dealing with Belgian (and ideally German) HR and payroll procedures is an advantage

– Willingness to work in a small, multicultural team and to be a pro-active and constructive team player

– Easy-going personality with very good adaptation skills and stress-resilience (stress is due to numerous deadlines to meet)

–  Ability to multitask

– A proactive attitude to solving problems and potential conflicts

– Self-motivated and ability to work independently

– Patient yet persistent personality

OFFER

–  A full time and permanent employment contract

–  Starting date: as soon as possible!

–  A salary in line with the non-for-profit sector

– A comprehensive benefits package including luncheon vouchers (€8,00), health and group insurances, homeworking possibilities

– Working hours & holidays: 38h00/week, 25 holiday days and extra days off between Christmas & New Year

– Location: the offices are located in the Trône/Arts Loi area and are therefore very easily accessible by public transport

– The opportunity to work in a dynamic, human-sized and friendly environment with a motivated, enthusiastic and multinational team.

Our client is a human-sized firm (+/- 20 staff) in the asset management sector. They are located in the Louise area in Brussels. They are today experiencing a significant growth and are looking to recruit a diligent individual to reinforce their team and to work for the Managing Director and 2 VPs.

Job Description:

• Providing full administrative and logistical support to a group of busy Executives
• Managing complex and changing agendas, anticipating any issues before they occur
• Arranging extensive travel (flights, hotel bookings etc.)
• Organising calls and meetings (local ones and in cities across Europe and the US)
• Completing team’s expenses on a monthly basis
• Dealing with inbound calls, emails and letters
• Preparing and adapting documents using Microsoft Office (Excel, PowerPoint and Word)
• Preparing reports and presentations
• Leading on the organisation of internal events
• Undertaking other support-related tasks as needed from time to time

Profile:

• You ideally hold a Bachelor degree in Office Management, Secretariat or Languages
• You have at least 3 years of experience in a similar role and in the corporate sector (legal, consulting, banking/finance, etc.)
• You have a perfect command of French and are fluent in English (other European languages are a plus)
• You have excellent written and verbal communication skills in both languages
• You are proficient in Microsoft Office
• You are highly organized with strong attention to detail
• You have a creative mind with an ability to suggest improvements and take ownership of projects and events
• You are a great team player and collaborative colleague as you will working as part of a team of six Executive Assistants
• You like to learn new things and are open to feedback and further skillset development
• You are an autonomous, proactive, flexible co-worker who is trustworthy and enjoys working in a corporate environment
• You enjoy working in fast-paced sector, are able to prioritize tasks depending on their urgency and remain calm under pressure and at peak times when the workload rises
• You are solution-oriented, a self-starter and like to take initiative

Offer:

• A permanent, full time employment contract
• Starting date: ASAP!
• A competitive salary with fringe benefits including luncheon vouchers (€8,00/day), eco chèques (€ 250/year), group and health insurances, 26 holiday days, parking spot
• Working hours: 39h00/week
• The opportunity to work in a dynamic, human-sized company with a flat hierarchy and a start up business culture!