Finance & Operations Assistant

Reporting to: Operations & Systems Manager
Location: Brussels
Starting date: as soon as possible
Status: Contrat à durée indéterminée (CDI)
Working language: English
Initial Application deadline: 9 January 2024 (although interviews will start before that date)
Experience: 1-2 years

Are you dynamic, organised and ambitious?

Are you interested in budgeting, finance and operations?
Do you want to contribute to a critical public health mission for Europe?
Then the European Cancer Organisation (ECO) could be looking for you! 

In this full-time role, based in Brussels, as Finance & Operations Assistant you will work directly with the Operations & Systems Manager and Finance Officer to assist in daily filing, bookkeeping and budget and accounting-related tasks, especially concerning record keeping and regular follow-up on-going EU projects. 

There will also be varied office organisation tasks that you will work with the Finance Officer and Operations & Systems Manager on to ensure the efficient and effective functioning of daily operations. 

The ability to be proactive, adaptable, and dedicated to the needs of the organisation and the goals of the team will lay the groundwork for success. 

Our working language is English. Candidates must already have the right to work in the EU and already be physically based in Brussels. The selected candidate will report to the Operations & Systems Manager with specific tasks assigned by the Finance Officer.

About the Organisation 

The European Cancer Organisation (ECO) is a not-for-profit federation of 42 Member Societies working in fighting cancer across the continent, together with 21 European Patient Advisory Committee members through 10 Focused Topic Networks. 

We bring together patients, oncology professionals and public health experts to propose new policies, advocate change and be the united voice of the European cancer community. 

What You’ll Do 

Responsibilities include, but are not limited to: 

FINANCE 

• Engage in finance-related tasks, including drafting initial outgoing invoices before managerial checks, reviewing incoming invoices, preparing payments to suppliers on a weekly basis, accessing and processing financial information in excel as required

• Work with the Operations & Systems Manager and Finance Officer to track budget elements and process payments

OFFICE

• Collaborate with the Operations team on the European Cancer Summit registration platform, approval and invoicing processes
• Maintain and develop relationships with suppliers and follow-up on ongoing issues
• Take notes during meetings identifying key action points
• Engage in daily tasks related to keeping the office organised and tidy
• Receive visitors, answer calls and redirect inquiries and other tasks at the reception
• Organise file archives, office supplies and equipment
• Engage in other duties and responsibilities assigned by the Chief Executive and/or Operations & Systems Manager

ACOE (Accreditation Platform)

• Assist in the processing of applications, evaluations, invoices and engaging in other administrative/logistical tasks (where applicable)

General Skill Specifications 

We are seeking a dedicated Finance & Operations Assistant with a strong commitment to providing financial and organisational support. 

Proficiency in computer and internet use is vital, with demonstrated experience in utilising Microsoft Office tools such as Excel, Outlook, PowerPoint, Teams and Word. Fluency in written and spoken English is imperative, and proficiency in additional European languages will be considered an advantage. 

The ideal candidate will be flexible and adaptable, willing to embrace additional tasks and responsibilities as delegated by the CEO and the Operations & Systems Manager and contribute positively to the team dynamic. 

In this supportive role, the ability to be proactive, adaptable, and dedicated to the needs of the projects and the goals of the team will lay the groundwork for success. 

The Role Requires 

• Relevant work experience as outlined above
• An aptitude to maintaining calm when faced with unforeseen circumstances
• An ability to manage complexity
• Being able to maintain a professional and friendly attitude, keeping the reputation of the European Cancer Organisation in consideration at all times
• Strong organisational, communication and inter-personal skills with effective and efficient writing skills in English (native or near-native level)
• Ability to problem solve, think critically and have clear attention to detail
• Be a team player able to follow internal and external workflows with precise deadlines
• High level of discretion to maintain confidentiality of information

The role offers the successful candidate 

• Satisfaction from the creation and implementation of change-making European wide projects that make tangible improving change to the lives of cancer patients and their families
• Experience in the public health sector, with the delivery of the EU Cancer Mission and Beating Cancer Plan at the top of the EU’s agenda
• Opportunity to work closely with top level experts and management
• Experience with varied angles and perspectives of the inter-workings of a not-for-profit organisation
• Opportunity to be able to liaise directly with top-level stakeholders from EU institutions
• Opportunity for strong professional and personal growth in a mentoring office environment

Application 

Interested applicants must have the right to work in the EU and be already physically based in Brussels. They will have fully completed their studies as the role will be demanding and time consuming. 

Please send a CV and cover letter (maximum 2 pages of A4), together with details of your current salary and earliest starting date (giving details of any required notice period) by email to jobs@europeancancer.org with the subject “Finance & Operations Assistant – [Candidate Name]”. 

Application deadline: 9 January 2024 noting that interviews will commence and an offer made as soon as suitable applicants are identified. Therefore, we encourage interested applicants to submit their application as soon as possible. 

Although the receipt of each application will be automatically acknowledged, unfortunately we can only follow-up with applicants that reach the first interview stage.    

Applicants should be aware that the selection process may require completion of an assignment to test your ability to work in the software required for this role.

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