IWT – European Inland Waterborne Transport Platform

Finance and Administration Officer

Part-Time

IWT – European Inland Waterborne Transport Platform

Brussels, Belgium

Overview

We are currently seeking a skilled and experienced Finance and Administration Officer to join our team on a part-time basis. This role is ideal for professionals looking for flexibility in their schedule while contributing their expertise to an evolving organisation. As a small-seized entity currently in a consolidation phase, we are setting the foundation for future growth and dynamism.

The Finance and Administration Officer plays a key role in maintaining our organisation’s adherence to relevant financial and legal standards. Ideal candidates will bring a relevant background in finance and accounting, alongside specialized skills in budget management and experience with EU-funded projects. This position requires exceptional analytical and communication skills, a keen eye for compliance and reporting intricacies, and advanced English proficiency. A strong command of Flemish, familiarity with Belgian financial and tax regulations, Belgian foundation law, and advanced proficiency in Microsoft Excel are essential.

Established in 2018, the European Inland Waterway Transport (IWT) Platform operates as a private foundation within the legal and financial confines of Belgium. Serving as the executive arm for both the European Barge Union (EBU) and the European Skippers’ Organization (ESO), it is dedicated to the advancement of inland navigation. The IWT Platform, through its Brussels office and in collaboration with its specialized technical committees, actively participates in expert discussions and policy formulation, project development and implementation. The Platform collaborates with a wide range of governance structures at the EU, regional, and national levels, significantly amplifying its contributions and influence in the IWT sector.

Position details

• Contract Type: Part-time contract (16 – 24 hours per week);
• Location: Brussels;
• Start Date: June 2024;
• Reports to: IWT Platform General Manager.

Key Responsibilities

1. Financial Strategy & Cash Management:

• Financial Planning: Create annual and multi-year budgets that reflect the strategic plans and objectives of the European IWT-Platform, involving the review and approval of costs to ensure alignment with the organization’s strategic direction, and preparing for end-of-year forecasts;
• Funding Management: Oversee contributions from the reserve fund supported by some EU Member States, manage finances of EU-funded projects, ensure timely receipt of subsidies, and manage payments related to these projects;
• Cash Flow Management: Monitor cash flow and reserves to maintain necessary liquidity, managing current, savings, and short-term deposit accounts;
• Risk Assessment: Conduct financial risk assessments focusing on variances between actuals and budgeted figures. Alert management and board members of significant financial discrepancies and potential implications.

2. Compliance & Reporting:

• Regulatory Compliance: Ensure compliance with all statutory rules governing the European IWT-Platform’s operations, including Belgian financial and legal regulations and relevant EU legislation;
• Internal Compliance: Adhere to internal policies such as the power of signature, travel policy, general administration global policy, and accounting policy;
• Financial Reporting: Prepare and submit quarterly and annual financial statements and reports as required by the Management Board, comparing quarterly Year-To-Date (YTD) actuals with the budget, and highlighting significant financial variances;
• Audit Coordination: Coordinate internal and external audits to ensure financial records are orderly and compliant, managing the input and storage of invoices and reports in the accounting database for statutory accounting purposes.

3. Operational Management:

• Accounts Payable (A/P) Management: Invoice and Expenses Processing, Payment Verification, and Accounting Database Management as detailed previously;
• Quarterly Financial and Administrative Reporting: Financial Data Collection, Budget Comparison, Forecasting, Variance Analysis, Alerts for Critical Events, and EU-funded Projects Monitoring as detailed previously;
• Payroll Management: Payroll Preparation and Verification of Calculations as detailed previously;
• Outsourced Services Oversight: Manage relationships with external bookkeeping and payroll service providers, verifying the accuracy of draft calculations and ensuring proper application of procedures and policies;
• Cost Management: Oversee the invoicing process, including review, approval, allocation, and payment of invoices and travel expenses. Monitor costs of EU-funded projects concerning cash received and manage accounts payable and receivable effectively;
• Internal Processes: Develop, implement, and manage effective internal financial processes and controls, including purchasing based on short Purchase Requests, ensuring proper document storage and archiving, and maintaining up-to-date records of fixed assets and insurance portfolios.

4. Purchasing and Financial Management:

• Execute Purchases: In response to concise Purchase Requests;
• Manage Accounts Receivable: Ensure prompt collection of subsidies and owed payments, accurately back-charging partners for shared expenses.

5. Administration, Documentation, and Archiving:

• Regularly update the Fixed Assets Register to reflect current assets;
• Maintain a current Insurances Portfolio, ensuring all insurance policies are up to date;
• Securely store (electronically and physically) all organizational contracts and agreements, including those related to office operations, consultancy services, and EU-funded projects.

Education and Professional Qualifications

• Education: Bachelor’s degree in finance, accounting, economics, business studies, or a related field. This should be complemented by relevant certifications;
• Proven professional experience & relevant certification: At least 3-5 years in roles pertinent to financial services, accounting, or other closely related finance positions, complemented be relevant certification.

Skills:

• Financial proficiency: Deep understanding of financial/accounting principles and regulatory frameworks, including Belgian and EU legislation, with strong capabilities in budget management;
• Excel and Data Analysis: Advanced proficiency in Microsoft Excel, including pivot tables, complex formulas, and macro creation for sophisticated data analysis;
• Analytical and Detail-Oriented: Exceptional analytical skills with a meticulous focus on detail, compliance, and accurate reporting, complemented by effective communication abilities.

Language Requirements:

• Mandatory: Advanced proficiency (C1 level) in English is required, as it is the organization’s primary working language;
• Highly Desirable: Proficiency in Flemish and/or French is strongly preferred, essential for business communications, comprehending local financial regulations, and engaging effectively with service providers and relevant stakeholders.

We offer you

• Position & Duration: Part-time, open-ended contract for 16-24 hours weekly, starting 01 June 2024, under Belgian employment law;
• Flexibility: Flexible workdays;
• International Team: Join a diverse team across Brussels and EU Member States;
• Compensation: Competitive salary, commensurate with experience and skills, details to be discussed with shortlisted candidates.

Application process

• Interested applicants are encouraged to submit their CV, preferably in the Europass CV format, along with a cover letter highlighting their suitability for the role and their preferred start date.
• Submit your application to: [email protected].
• Application Deadline: 30 April 2024.