Finance and Administration Officer

About EPD

The European Partnership for Democracy (EPD) is a non-profit organisation supporting democracy worldwide. It is a unique partnership comprising European democracy support organisations present in Africa, Asia, Europe, the Middle East and Latin America. EPD works inside and outside Europe as democracy is a universal aspiration and the contemporary challenges and opportunities for democracy are global in scope. More information about EPD is available at www.epd.eu.

We are looking for a Finance and Administration Officer to strengthen our Finance team in Brussels. The new colleague will be primarily in charge of managing the finances of new projects starting in January 2025.

Duties and responsibilitiesAccountabilities and Key Relationships 

The Finance and Administration Officer will report to the Head of Finance and Administration (HFA) and cooperate closely with rest of the Finance and Administration team to provide support and coordination in the financial management of our various projects and of the organisation’s finances as a whole.

Financial management

• Primarily in charge of managing the finances of a new project on Digital Democracy, among others;
• Supporting programme staff in their monitoring of project expenditure and ensuring financial reporting to donors;
• Reviewing partners’ financial reports to assess accuracy of presentation and compliance with the project’s guidelines. Liaising with partners on clarifications of documentation;
• Maintaining appropriate supporting documents to justify all project costs in a centralised electronic filing system;
• Manage and coordinate co-financing by other funding sources;
• Mastering the organisation’s financial guidelines and procurement procedures;
• Attending projects’ financial audits and assisting auditors with verification and queries;
• Cooperating with Finance and Programme colleagues in the consolidation of other project costs when required and working on financial reporting to donors;
• Liaise closely with finance colleagues to coordinate tasks and avoid duplication.

General accounting & administration

• Budgeting project income and contribute to the overall development of EPD’s annual budget;
• Manage specific project income in cooperation with Programmes staff and Finance colleagues;
• Processing financial documents in the accounting system; booking incoming and outgoing invoices; bank statements and all other bookkeeping operations.
• Carrying out other potential administrative tasks that may be required in the context of the managed projects (inventories; coordination of travel budgets; IT cost analysis).

Requirements

• Finance professional with a minimum of 3 years of experience in finance management and administration;
• Experience in managing EU grants is essential (budget, financial guidelines, reporting, procurement);
• Significant experience in budgeting, cash flow management;
• Proficiency in English and knowledge of French is a prerequisite;
• Experienced in using dedicated accounting software (for example Microsoft Business Central) following the Belgian chart of accounts;
• Experience and interest in working for an NGO / non-profit sector is an asset;
• Good team player, ensuring accuracy, integrity and quality of work;
• Experience in data management tools, in particular Google Drive is an asset;
• Have permission to work in the European Union (EU);
• Available to start in early January 2025.

For more information on the contract conditions and on application, consult the job offer page here.

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