Finance and Administration Manager (Dutch- or French-speaking)
Fair Trade Advocacy Office
Posted on 02.06.2023 Deadline 18.06.2023 €4,061/month (est.)
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
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
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.
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)
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
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
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
Add statements to accounting software (Exact) and reconcile regularly
Prepare payment runs once a month
Request account software missing evidence regularly
Prepare information for project and annual audits by external auditor
Prepare annual accounts, serve as main contact person and ensure liaison with auditor
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.
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)
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
Formal accounting qualifications, for example CIMA or equivalent
Experience in a small not-for-profit organisation
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 (email@example.com) 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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