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Finance and Administration Manager (Dutch- or French-speaking)

Fair Trade Advocacy Office

Deadline 18.06.2023 €4,061/month (est.)

Fair Trade Advocacy Office is looking for a Finance and Administration Manager (Dutch- or French-speaking)

Preferred start: As soon as possible

Contract type: Indefinite contract or possibility to negotiate part-time

Location: FTAO (Brussels, Belgium), with flexibility for teleworking

Reporting to: Managing Director

Work permit: The candidate must have a permit to work and live in the EU

BACKGROUND

Fair Trade is a trading partnership, based on dialogue, transparency and respect, that seeks greater equity in international trade. It contributes to sustainable development by offering better trading conditions to, and securing the rights of, marginalized producers and workers – especially in the South. Fair Trade Organizations, backed by consumers, are engaged actively in supporting producers, awareness raising and in campaigning for changes in the rules and practice of conventional international trade. (Definition of Fair Trade, International Fair Trade Charter)

As a joint initiative of Fairtrade International, the World Fair Trade Organization and the World Fair Trade Organization-Europe, the Fair Trade Advocacy Office (FTAO) catalyses collaboration within the international Fair Trade movement on policy, advocacy and campaigning activity; facilitates knowledge co-creation and sharing on Fair Trade policies and practices; and leads advocacy work on European Union legislation, policies and their implementation. More information under www.fairtrade-advocacy.org

WE ARE LOOKING FOR ...

Someone who can fill a senior position with financial management and accounting experience and qualifications. The candidate must have experience in providing financial support to not-for-profit organisations for the management of projects funded by external donors, such as the European Union. The post holder will be responsible for ensuring we have the right financial and administrative systems in place, and ensure they are regularly reviewed.

The perfect match would be someone with a passion for numbers and strong organisation skills, attention to details, and able to work under pressure and independently by managing their own time and work priorities. Our new colleague will be working closely with a team of five project coordinators to ensure that a robust implementation of the organisation’s financial guidelines and requirements related to reporting and use of funds.

This job opening would suit somebody who is flexible, able to work on different issues simultaneously and can carry out a diversity of tasks in the finance and administration area, from providing senior advice to the Executive Director and Treasurer on our financial strategy, bookkeeping and preparing financial reports, to creating and sustaining an appropriate culture of compliance among all staff.

We are looking for someone who would be excited to contribute to the mission of the FTAO in promoting more equity in international trade with their strong finance management skills.

JOB TASKS

1. Office budgeting

  • Draft annual budget and amend, carry out updated forecast during year

  • Update actuals monthly (income-expenditure)

  • Set up budget lines on existing accounting software (Exact)

  • Maintain an overview of the overall cash position

  • Maintain overview of suppliers (contracts, payment terms, allocation to projects)

2. Consolidation of office and project budgets

  • Oversee consistency of general budget with grant budgets, by liaising with project coordinators

  • Prepare overview of grants and core funding to optimize the allocation of activities / expenditure to the different grants in a strategic way

  • Keep overview of allocation of staff time to different externally-funded projects

3. Financial support to project coordinators

  • Support project coordinators in building a budget for fundraising bids

  • Create timeline for project financial obligations

  • Meet project coordinators monthly, if needed, to update on progress

  • Provide overview of grant payments from donors

  • Issue regular reports on transactions by project

  • Update on project progress towards budget

  • Produce project financial reports

  • Support project coordinators in managing project budget

  • Prepare project supporting evidence for auditors

4. Bookkeeping and monthly reporting

  • Book all transactions on existing accounting software (Exact)

  • Regular reporting on issues, questions to Executive Director

  • Chase missing documents

  • Book payroll documents, monthly

  • Issue invoices and requests for membership fees

5. Managing bank account

  • Add statements to accounting software (Exact) and reconcile regularly

  • Prepare payment runs once a month

  • Request account software missing evidence regularly

5. Prepare audits

  • Prepare information for project and annual audits by external auditor

  • Prepare annual accounts, serve as main contact person and ensure liaison with auditor

6. Compliance

  • Obtain professional legal and tax professional advice, when needed. Serve as main contact point and closely work with legal and tax external advisors, maintain calendar of legal and tax obligations, preparing calculations and support the Executive Director in filing VAT and other relevant tax declarations

  • Keep official register of Board members up to date

  • Propose updates, improvements to finance and administrative policies, when relevant

  • Manage system to ensure relevant team members can easily fill-in timesheets when required by external donors

  • Support team members in complying with internal policies on invoice payments, reimbursement forms, VAT, as well as the internal procurement and sustainable office policies.

7. Payroll

Ensure Belgian payroll obligations are met, including timely and accurate payment of salaries, with the support of an external firm if needed (process under review)

PERSON SPECIFICATIONS

ESSENTIAL

  • Bachelor's degree or professional equivalent

  • Experience in a carrying out similar tasks as those mentioned above

  • Knowledge donor financial requirements for grants, including the European Union

  • Minimum of 3 to 5 years of experience across the different tasks as described in the job description

  • Good working knowledge of English, as well as either Dutch or French

DESIRABLE

  • Formal accounting qualifications, for example CIMA or equivalent

  • Experience in a small not-for-profit organisation

WE OFFER

  • A stimulating and dynamic young international work environment

  • A salary of 4,061 gross EUR / month for a full time position, with additional 13th month and holiday pay (a total of 56,536 EUR gross annually for a full time position)

  • Flexibility for teleworking

  • Local public transport reimbursement and professional costs allowance

  • One meal voucher per worked day

  • Complementary hospitalisation insurance

  • 28 paid holidays a year (for full time position)

  • Contribution to a private pension scheme (2% of gross remuneration)

To apply, send your CV and application letter to Jorge Conesa (conesa@fairtrade-advocacy.org) by the 18th June, indicating in the subject line of your email: “Job opening: finance and administration manager”. Please indicate in your application letter how many years of relevant experience you have for each of the above-mentioned job tasks groups. Candidates will only be contacted if selected for an interview.

Thanks for your interest in Fair Trade and in working with us!

FTAO is an equal opportunities employer and does not discriminate on the basis of personal characteristics such as age, gender, gender identity, ethnicity, religion, sexual orientation or national origin.


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