Finance and Office Manager

ABOUT THE AI-DATA-ROBOTICS ASSOCIATION (Adra)

The vision of the European Partnership on AI-Data and Robotics is 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 for delivering maximum economic and societal benefit to its citizens and businesses.

JOB DESCRIPTION

Reporting directly to the Secretary-General, the successful candidate will work initially on a part-time basis, between 3/5 and 4/5. You are responsible for managing a smooth financial operation and office environment. Together with the Secretary-General you will develop strategies for operational efficiency.

The role involves managing the organisations finances, including working closely with an external bookkeeper to process payments, categorise 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 day-to-day operational activities of the Adra association, as processing the financial data of the association.

KEY TASKS AND RESPONSABILITIES

• 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 programme 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 support with 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.

PEOPLE

• Organise all staff travel and accommodation
• Support the team in organising events (budget / finance needs specifically), staff trainings and team building days online and in-person
• Managing schedules, resources, and office infrastructure efficiently

EXTERNAL

• Manage relationships with suppliers and contractors such as insurance companies, pension scheme providers, payroll managers and accountants etc.

SKILLS & EXPERIENCE

• Track record of success managing operations
• Strong understanding of nonprofit finance and compliance
• Experience managing small to mid-sized budgets
• Experience of working with accountants and payroll managers in Belgium
• HR knowledge within Belgian law
• Excellent organisational 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 communications skills (as this is the preferred business language in the office)
• Working proficiency in French and/or Dutch

 QUALIFICATIONS

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• 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

• A problem solver, willing to dive into uncertain or complex new areas of work and find creative solutions
• Ability to work autonomously, effectively and efficiently
• A willingness to maintain a general (non-expert) understanding of our key areas of work
• A commitment to continued learning on anti-oppression concepts
• High level of self-awareness. Skilled in reflecting on your own behaviours and practices and working to change them where necessary.
• Commitment to demonstrating our values and principles of work in your work
• Selfstarter and adaptable to multiple priorities and adjusting plans in unforeseen challenges

WHAT WE OFFER

• 3500 – 4500 EUR/Month (pro-rata)
• Type of contract: Part-time
• Salary competitive depending on experience and qualifications of candidate
• Chèques Repas (meal vouchers)
• Eco cheques
• Hospitalisation insurance.
• 9 extra-legal holidays on top of the 20 statutory holidays (pro-rata)

Applicants must be able to legally live and work in Belgium as the contract will be subject to Belgian social security and taxes.

Preferred start date: January 2025

Adra is committed to providing an equal opportunity work environment. There is no perfect candidate, so if you can picture yourself thriving in this role, we’d love to receive an application from you.

We will be evaluating applications on a rolling basis until we find the best candidate. The deadline to apply is  13 December 2024, however, we strongly advise to apply as early as possible. Only candidates selected for the interview will be contacted – thank you for your understanding.

Your cover letter (maximum one page) should outline your suitability and motivation for the post. It should explicitly reference how your profile matches the different job requirements described above.

Please also include with your application the names and contact details of two people (ideally a current or former line manager or supervisor) who could provide references.

Incomplete applications will not be considered.

Please send your cover letter and curriculum vitae in English to the following email address: [email protected] mentioning “Finance and Office Manager – Name of applicant” in the subject line.

Do not forget to mention that you found this job ad on the Euractiv Jobsite!