Management and Finance Officer

Management and Finance Officer

(Full-time or Part-time 80% Min)

4EU+ European University Alliance

Brussels, Belgium

Background

About 4EU+

Established in 2018, 4EU+ is a European University Alliance with the objective of developing long-term structural and strategic cooperation among the 4EU+ universities in education, research and innovation and engagement with society. The 4EU+ Alliance is currently constituted by eight large, public, well- established, comprehensive and research-intensive universities, namely: Charles University, Heidelberg University, Paris-Panthéon-Assas University, Sorbonne University, University of Copenhagen, University of Geneva, University of Milan and the University of Warsaw.

In April 2021, 4EU+ founded a non-profit association under German law with its seat currently located in Heidelberg.

This position will suit pro-active and versatile professionals who are driven by multi-faceted activities and fast-paced international work environments.

Location: Brussels

4EU+ European University Alliance has installed an office in Brussels in May 2024, and intends to move its seat in Brussels in 2025.

Application documents and process

If you are interested in joining the 4EU+ team, please send to [email protected] the following application documents by 30 June 2024.

• Up to date CV not longer than 2 pages, reflecting your experience;
• Application letter, explaining your strengths as a candidate and specifically outlining your motivations for the position.

Tasks & Responsibilities

The General Secretariat ensures the smooth running of the 4EU+ association’s activities and the office manager supports the General Secretariat in all administrative and organisational matters.

Further, the General Secretariat is responsible for managing the budget of the 4EU+ association (approx. 550k €/year). Aside from the operational costs of the General Secretariat, the association finances activities that foster exchange and cooperation among academics and students.

Overall tasks from June 2024 onwards:

• Supporting the General Secretariat in all administrative, organisational and financial matters;
• Overseeing and managing the budget of the association, including close collaboration with the tax consultant of the association in particular for the preparation of the annual financial reports, and with the payroll company;
• Processing and managing invoices;
• Processing and managing payments;
• Handling basic HR procedures, e.g., managing HR-related documentation, handling, administrative onboarding/offboarding of team members, in close collaboration with the tax consultant in Germany or the payroll company in Belgium;
• Proactive scheduling, planning, and organisational preparation and follow-up of various association committee meetings, including event planning;
• Travel planning for the Secretary General and General Secretariat team members, including the management of travel expenses reports, and occasionally travels of external persons;
• Active support of the General Secretariat, the association committees and the association organization in all daily organisational processes;
• Minutes taking and dissemination to different association committees;
• Maintenance of internal daily operations tools (contact and document management, management of office software subscriptions) and office organization;
• Communication with IT services when necessary;
• Purchasing office materials and hardware devices for the GS team when necessary;
• General administrative work, handling English correspondence and communication in English;
• Occasional travels.

Specific task from June 2024 to April 2025:

• Helping to set up and organise the administration of the 4EU+ Office in Brussels, open mid-2024, in anticipation of the association’s move to new headquarters in 2025;
• Contribution to the necessary administrative and technical steps to deploy the new Office in coordination with the Secretary General;
• Provide remote assistance to the General Secretary (Heidelberg) for all the association’s financial and administrative matters, including those handled in Germany.

Your profile

• You have completed relevant suitable Bachelor’s degree in a related area. You have strong communicative and organisational skills, especially in the responsible handling of financial resources;
• You are characterized by confident communications with reputable business partners and guests and have a strong service orientation;
• You can multitask and work under time pressure;
• You treat information with absolute confidentiality and can work both individually and in collaboration with others at various levels of organisations;
• You have an excellent command of English; another European foreign language is an advantage;
• We expect you to be proficient in the use of modern communication tools and common office software, such as Microsoft Teams. Ideally, you are a pro-active and versatile professional with prior experience in a similar position and have project management skills.

We offer

• Full time or 80% part time employment contract for an initial period of two years with a competitive salary that will be commensurate with position-related knowledge, experience and skills;
• Work in a transnational strategic association of eight research-intensive universities in Europe with the aim to create a new quality of cooperation between the universities across spectrum of their activities.

4EU+ stands for equal opportunities and diversity. Disabled persons will be given priority in the event of equal suitability.