Finance, Administration
il y a 2 semaines
Job Category:
Administration
Job Experience:
1 to 3 years
Job Location:
Brussels
Expiration Date:
16 Jun 2024
Fern is a non-governmental organisation (NGO) created in 1995. Our mission is to achieve greater environmental and social justice, focusing on forests and forest peoples' rights in the policies and practices of the European Union. We do this by coordinating NGO networks and by working with partners to achieve change.
We believe that to be effective it is essential to understand and address the social dimension of environmental conflicts; that strong coalitions are more likely to achieve lasting change; and that presenting ways forward is more effective than highlighting problems.
We are looking for a Finance, Administration and Mentoring Officer to provide strong and professional support to the organisation.
The post is a maternity cover, full time or four days a week, for 8 months from late July 2024 to late March 2025.
Occasional travel will be a necessary part of this role, including between the Belgian and UK offices.PURPOSE OF THE ROLE
As a member of Fern's Finance, Administration & Human Resources (FAHRM) team, the Finance, Admin & Mentoring Officer (FAMO) holds key finance responsibilities, coordinates Fern's mentoring system, plays an essential administrative role and works with colleagues to support campaigns through logístical and events organisation support.
KEY AREAS OF RESPONSIBILITY AND ASSOCIATED TASKS
Accountabilities:
- Leading Fern's mentoring system, including ensuring appraisals are conducted on time, developing mentoring structures, agreeing mentors (including temporary replacements due to maternity leave etc), and organising relevant training.
- Being the Recruitment Coordinator. This person is accountable for overseeing the recruitment process from beginning to end and ensuring that all necessary steps are completed.
- Recruiting and managing the rolling 6monthly finance internship programme.
- Being the key liaison with Fern's IT provider (Netika) to ensure Office 365, Sharepoint, Teams, and Hubspot work well, and that Fern has the best technology to achieve its aims.
- Overseeing the IT setup and maintenance of Fern's dedicated meeting room, as well adhoc IT support to staff where needed.
- Overseeing administration and logistics linked to crossorganisational and comanagement meetings (Board, staff day out, retreat etc.)
- Managing the relationship with the landlord and attending Mundo Matonge management meetings.
- Making official notifications e.g., to the Dutch Chamber of Commerce (Kamer van Koophandel
- KvK) and Belgian Gazette registrations.
Responsibilities:
- Inputting into the FAHRM team strategy and annual workplans together with other team members.
- Delivering agreed activities as per the FAHRM workplan.
- Managing Fern's IT assets and keeping the asset register up to date.
- Operating Fern's electronic expenses system 'Rydoo
'
- Managing several core and crosscutting budget lines.
- Supporting Finance & Admin Manager, Finance & HR Officer, and Partner Finance Officer with general finance/compliance tasks.
- Supporting the Partner Finance Officer by way of being partner financial lead on occasions when appropriate.
- Supporting Fern and partners, before during and after audits.
- Participating in and helping to coordinate regular FAHRM meetings.
- Being the Board liaison person for all administrative issues.
- Supporting the Communications Project Manager with campaign event logistics, such as lobby tours.
- Attending and taking part in all FAHRM meetings, Pre-Management Team meetings, Board meetings and Fern retreats and ensuring all assigned actions are completed.
OTHER SPECIFICATIONS
This role would suit someone with experience and interest in coordinating with different cultures and ways of working, and the ability to communicate effectively with different people.
Technical skills
Person specifications
- At least two years of relevant experience working in human resources, financial and/or administrative management
- Good aptitude for listening and dialogue
- Fluency in English and French or Dutch.
- Proven good judgment and ability to work with integrity and confidentiality
- Advanced computer skills, including proficiency in Microsoft Office programmes, particularly Excel.
- Ability to handle multiple tasks and competing demands.
- Experience of organising events both online and in person
- A 'service minded' attitude.
- Experience of working for an NGO
- An interest in environmental and social issues, international development, and grant management
- Knowledge of Belgian or UK legal, fiscal and social regulations is highly desirable
- Commitment to ongoing learning, especially related to justice, equity, diversity
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