IMPORTANT: This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders. Other applicants need not apply.
www.fern.org
Finance and administration officer
(Brussels office)
FERN is a non-governmental organisation (NGO) created in 1995. Our mission is to achieve greater environmental and social justice, focusing on forests and forest peoples’ rights in the policies and practices of the European Union. We do this by co-ordinating NGO networks and by working co-operatively with partners to achieve change.
We believe that to be effective it is essential to understand and address the social dimension of environmental conflicts; that strong coalitions are more likely to achieve lasting change; and that presenting ways forward is often more effective than highlighting problems.
We have no director, and strive to make decisions by consensus.
Details of our current campaign areas can be found at www.fern.org/campaignareas.html
We currently have 11 staff working from two offices, in Brussels (Belgium) and Moreton in Marsh (UK).
We are looking for a new finance and administration officer for our Brussels office to provide strong and professional support to the organisation. There is some flexibility over this post. It can be either four or five days a week.
A. KEY AREAS OF RESPONSIBILITY AND ASSOCIATED TASKS
1. Partner financial management
? Participate in the development of procedures for partner financial management;
? Ensure proper financial reporting from partners;
? Provide guidance and training to partners;
? Ensure we adhere to all relevant donor and audit conditions;
? Process disbursement requests to donors.
2. Brussels Office management
? Manage human resources:
? Comply with the Belgian work legislation (Recruitment, Holidays, Index of salaries, Part time, sabbaticals, Interns, transportation, training) and inform staff accordingly.
? Manage the Belgium payroll
? Ensure compliance with the Belgian fiscal legislation (Tax system obligations, fiscal obligations, publication of annual accounts, statutes update)
? Liaise with Mundo-B, the location of our Brussels office, and be FERN’s point of contact for all in-house management issues;
? Ensure IT coherence within FERN;
? Ensure compliance with legal and regulatory requirements, including rental agreements, insurance contracts, etc;
3. Financial Administration
? Prepare and process invoices to and from third parties;
? Process Brussels staff expenses reports;
? Manage petty cash, advances to staff, per diem to visitors, and carry out monthly petty cash reconciliations;
? Prepare and follow-up budgets for conferences and events.
? Cooperate closely with the Finance and Administration manager to manage the finances in an efficient, ethical and cost effective way and to support campaign staff in relevant aspects of financial management;
4. Administrative management
(Jointly with finance & administration team colleagues)
? Participate in quarterly FAT meetings;
? Establish FAT objectives and draft quarterly FAT workplan;
? Develop FAT job descriptions and participate in FAT recruitment;
? Regularly review and update the House Rules and Procedures.
5. Donor financial management & Fundraising
(Shared with the Finance & Administration Manager)
? Draft project budgets for funding applications;
? Prepare and deliver donor financial reports and other donor financial documents;
? Ensure donor formats and conditions are complied with;
? Liaise with donor’s financial persons;
? Maintain computer files to enable easy retrieval of information for applications and reporting purposes;
? Maintain PADOR up to date.
? Participate in development and implementation of a fundraising strategy;
? Participate in regular fundraising group meetings;
B. OTHER REQUIREMENTS
? Travel. As FERN is an international organisation with offices in two countries and activities in numerous countries, travel will sometimes be necessary to attend crucial meetings.
? Flexibility. FERN is a small campaigning organisation, and some flexibility will be required in working hours, for example in the case of preparing urgent funding proposals, budgets etc.
C. PERSON SPECIFICATION
We are looking for someone who is organised, efficient, flexible, and can work effectively in a small team. The successful candidate would have to be a good team worker, be able to take initiative, be a good planner and manager, and be supportive and assertive in an equal manner.
Essential:
? At least three years experience of relevant financial and administrative management;
? Good Knowledge of applications and reporting requirements of funders, notably the European Commission;
? Good knowledge of Belgian administrations, fiscal and labour laws;
? Fluency in French and English;
? Excellent computer skills (Word, Excel, Access, Internet);
? Ability to handle multiple tasks and competing demands;
? Support minded;
? An interest in environmental and social issues.
Desirable:
? Experience of working for an NGO;
? Fundraising experience;
? Knowledge of other European languages such as Dutch or Spanish;
? Knowledge of an accounting software;
? Communications and editing skills.
Indicative salary & working conditions
? The job can be for either 3 or 4 days per week
? From €41,040 to €55,440 (FTE- pro rata) annual gross salary, plus lunch vouchers (6€ per working day), contribution to travel costs from home to office, legal holidays money (double-pécule de vacances).
D. HOW TO APPLY
Applications should be submitted in English and comprise a short covering letter - also pasted in the body of the email - explaining why you are interested in this job, including what attracts you to FERN and what you could bring to FERN; a CV detailing all relevant work experience. Applications without a properly prepared covering letter will not be considered.
Only selected candidates will be contacted.
1st round Deadline for applications: Friday 4th April (9am Brussels time).
Later applications will be added to a reserve list and may be considered in case of not finding a successful candidate in the 1st round.
Interview day: 11th April – in Brussels
Send applications to: Julie@fern.org
If you'd like to discuss the job, please contact: Gianni@fern.org
