Administrative Officer and Financial assistant

Administrative Officer and Financial assistant

The Party of the European Left (EL) is seeking to hire a highly motivated and skilled Administrative Officer and Financial assistant to enhance its team in the Brussels office. Do you want to work towards a socio-ecological transformation that puts the workers, feminism, human rights, and peace at the centre? Then this position is for you!

About us

We are a European party, an association of over 40 national parties that stand together for change. We are here to bring together left and progressive forces from all corners of Europe.

Our goal? Creating a new system that works for people, not the capital.

How do we do it? By standing against capitalist exploitation, ecological destruction, political oppression, and criminal wars, against fascism and dictatorship, in resistance to patriarchal domination and discrimination against “others”.

We believe in actions and moreover in the people and organisations behind them. Because we are not alone in this fight; we stand united with grassroots organizations, left-wing and progressives parties, trade unions and, of course, you.

With all this support, we’re determined to reshape European policy. We’re carving a path toward a Europe that’s peaceful, socially just, environmentally conscious, feminist, and anti-racist.

The position

We are looking for an Administrative Officer and Financial Assistant to help with the organization and running of the daily administrative and financial operations of the party. The ideal candidate will be a hard-working professional, working diligently under pressure and able to undertake a variety of office tasks, including supervising the administrative and financial aspects of the EL events. This person should be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.

Responsibilities and duties

• Manage daily needs of the office (responsible)

• Schedule and plan meetings and appointments
• Perform receptionist duties when needed
• Manage relations with the different main service providers
• Resolve office-related malfunctions and respond to related requests or issues
• Coordinate with other departments to ensure compliance with established policies

•  Manage legal questions (responsible)
  • Change of Statutes
  • Initiate/manage contacts with Lawyers if necessary
  • First contact person for Belgian authorities (namely Moniteur Belge and EP register)

• Individual Members (responsible)     
  •    Reception, involvement procedures and contacts with individual members
• Research and procedures related to professional training for EL team (responsible)
• Database management and updating (responsible)
  • Update of contacts at the mainly databases and mailing lists (eg: working groups and ruling bodies)

• Create and update records ensuring accuracy and validity of information
• Make inventory of stocks (E.g.: merchandising, IT equipment)
• Monitor level of supplies and handle shortages

• Support to EL events (co-responsible)
  • Monitoring and Management of event budget
  • Correspondence with service providers and member parties
• Preparation of yearly budget (co-responsible)
  • Yearly budget application
  • Collaborating on the preparation of yearly event calendar
• Contact with the European Parliament (co-responsible)
  • Handling various demands of information of the institutions (The Authority for EUPPs; DG FINS of EP) namely all the procedures for application, audits and plural agreements
• Collaboration in payments/ accounting procedures (co-responsible)
  • Procedures of checking and classification of invoices
  • Payment responsible in the absence of financial responsible
• Staff contract management (co-responsible)
  • Drafting contracts
  • Involved in salary negotiations
  • Contact point on administrative enquiries

Skills and Qualifications

• Proven experience as a back-office assistant, office assistant, or in another relevant administrative and financial role (1 year experience – mandatory; 3 years experience – preferred)
• Commitment to left-wing political values and knowledge of the EU political debates.  
• Minimum a Bachelor’s degree  
• Ability to work within a team but also eagerness to take creative initiatives
• Analytical abilities and aptitude in problem-solving
• Fluent in English and in French (bonus points if you know Spanish or another European language)
• Good written and verbal communication skills
• Proficiency in MS Office
• Experience with MailChimp highly desirable
• Experience with accounting support softwares highly desirable (E.g.: MyZen)
• Working knowledge of office equipment
• Knowledge of office management procedures
• Excellent organizational and time management skills

How to applyTo apply for the position, please submit a single PDF file including your letter of motivation and a CV (both in English) to “The European Left team” to [email protected]. The file should be named after your surname, while the email topic should read “CALL FOR ADMIN OFFICER & FINANCIAL ASSISTANT”.

• Deadline to apply: 16.02.2024 by 12h CET

• Documents required: CV, Motivation letter in English

• Interview with selected candidates – ASAP after deadline application until 21st February 2024, exact hour will be specified.

• Decision announcement 23rd of February.

• Job starting from 1st of March 2024. Availability between 26th to 29th February for training in Brussels (2 days min.) – transition from current personnel expected.

Vacancy information

The contract will be for a full-time position (38h/week) until 31/12/2024 with possibility of extension.

You will be based in Brussels but might have to partake in work-related travels since our events and activities are oftentimes decentralized. Travels are generally once every two months but can be more, sometimes on weekends.

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