Finance and Administrative Assistant

Finance and Administrative Assistant

Victim Support Europe

Brussels, Belgium

Victim Support Europe (VSE) is the leading umbrella organisation advocating for victims of crime. It consists of 78 member organisations from 34 countries which together support over 3 million victims of crime every year. VSE advocates on behalf of all victims, to strengthen their rights and services throughout Europe.

We work to ensure that every victim in Europe is able to access these rights and services in the aftermath of crime, regardless of where the victim lives or where the crime took place. 

Whilst embodying our fundamental values of respect, compassion, commitment, community, and collaboration, at the heart of our success is our commitment to unbeatable quality, innovation and a focus on practical solutions to the problems faced by victims.

VSE is a dynamic and growing non-profit organisation with large numbers of projects and operational activities. To meet the growing demand for our work, we are expanding our financial management and administration team to ensure all our activities operate smoothly and sustainably.

The key candidate will be highly organised, process driven and have good attention to details. A pro-active and dynamic approach to work and the ability to handle multiple tasks will be important. The candidate should have at least 2 years of proven experience in finances and administration.

Key responsibilities

Perform a variety of financial duties:

Support the Finance management team with the follow activities:

• Updating financial spreadsheets with daily transactions;
• Preparing balance sheets, depreciation table, general ledger, customer balance, supplier balance, purchase journal, sales journal;
• Tracking and reconciling bank statements;
• Creating cost analysis reports;
• Recording accounts payable and accounts receivable;
• Preparing invoices and follow up with different stakeholders;
• Providing administrative support during budget preparation;
• Contributing to preparation of financial reports and statements, to the satisfaction of company executives and board of directors;
• Closing of annual accounts;
• Participation in annual audits;
• Supporting the external accountant when necessary.

Perform a variety of administrative duties in support of all VSE Teams:

Support the administrative team with the following tasks:

• General co-ordination and support to the office such as answering and directing phone calls, managing post, greeting visitors, accepting deliveries, office maintenance issues etc.;
• Makes travel arrangements for staff such as booking flights, hotel or restaurant reservations;
• Manage office supplies and research new deals and suppliers;
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques;
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies;
• Submit official documents in a timely and complete manner;
• Process membership applications and administration of membership.

Skills & Experience

General requirement:

• At least 2 years of relevant work experience in administration and finance;
• Possess relevant diploma in finance, accounting and economics;
• Basic knowledge of accounting and bookkeeping procedures;
• Previous work experience in the NGO sector is an advantage;
• Familiarity with accounting software;
• Relevant qualifications in project management is asset;
• Applicants must have the legal right to work in the EU. VSE cannot assist non EU Nationals to obtain a work permit or help with relocation costs.

Technical Skills:

• Excellent and proven organisational, leadership and teamwork skills;
• Excellent oral and written communication skills in English. Knowledge of other European languages is an advantage;
• Organisational and time-management skills;
• Excellent knowledge of platforms;
• Proficient computer skills especially Microsoft applications;
• Ability to master new technical and organisation concepts and information.

Personal Skills:

• Ability to work under pressure, manage a challenging workload and tight deadlines;
• Excellent interpersonal skills and ability to work as part of a team;
• Diplomatic and non-judgmental, able to relate to people in all situations;
• Very organised with a strong attention to detail;
• Flexible;
• Customer focused; able to relate to staff and volunteers at all levels.

What we offer

VSE is a people focused organised which combines a drive for excellence with a desire to ensure success and fulfilment of all its employees. In addition to the competitive salary conditions below, VSE offers a 3/2 day split for office and home working, flexi-time, offers in-house and external training in accordance with personal development plans which are focused on helping every employee achieve their best in a positive environment.

The selected candidate will be offered a permanent full-time contract (38 hours/week).

Desired starting date of employment is 4 March 2024.

Salary is 2.200 (gross) per month, with regular statutory and non-statutory indexations.

The employment contract includes holiday bonus, 13^th month, meal vouchers and transportation allowance.

Extra-legal leave is granted during the first year of employment and additional benefits (flexible hours, work from home allowance, eco cheques and similar) are made available to employees.

This is a vacancy for a position based in Brussels, Belgium. All applicants need to have a legal right to reside and work in Belgium.

VSE is not in a position to cover any application for related cost to shortlisted candidates, or relocation costs to successful candidate.

Application

The application should include:

• an up to date CV;
• a motivation letter outlining: why the applicant wants the job; what special attributes the applicant would bring to the job; and what skills, knowledge and experience the applicant has that are transferrable to this position;
• a minimum of two references that may be contacted during the recruitment process should be mentioned.

Please send your application only electronically to [email protected].

The deadline for sending applications is 31 January 2024.

After the application deadline:

• Applications will be reviewed on a rolling basis;
• Shortlisted candidates will be contacted in the first week of February;
• Interviews will take place in the second week of February.

Depending on the number of applications, VSE withholds the right to invite shortlisted applicants to complete a written assignment, which can affect the planning laid out above.