Finance, HR and office assistant M/W/X

Beschrijving van het bedrijf IFOAM Organics Europe is the European umbrella organisation for organic food and farming. We represent organic sector in European policymaking and advocate for a transformation of food and farming. Our work is based on the principles of organic agriculture
- health, ecology, fairness, and care. With 200 members in 34 European countries, our work spans the entire organic food chain. The European institutions recognise IFOAM Organics Europe as the leading advocate for organic food and farming on EU policy. Beschrijving van de functie Finance Administration:
- Assist in financial administration: this involves maintaining accurate document management of financial transactions, including invoices, receipts, and bank statements. The assistant may also be responsible for filing and organizing these records.
- Prepare and send sponsorships/memberships/donations invoices.
- Process invoices, reimbursements, and payments, including petty cash and bank card management. Ensure all the proofs of payment are compliant with internal rules.
- Process travel reimbursement forms and follow up with employees to ensure compliance with internal rules.
- Secure all necessary documents are accurately completed and submitted on time for month-end and quarterly financial closing.
- Reconcile bank and credit card transactions, ensuring that all transactions are supported by the required documents.
- Assist with audits, providing documentation as needed.
- Create and update finance spreadsheets, data entry.
- Copy, scan, email, organize, and archive finance documents.
- Train staff on necessary financial procedures.
- Liaise with external providers for all administrative and accountable documents if needed.
- Liaise with staff members regarding invoices, travel reimbursements, finance administrative documents, and information when needed. Human Resources:
- Assist in defining and implementing the annual staff Training Plan by ensuring contacts with internal and external providers, coordinating schedules, and handling all administrative and logistical aspects of training sessions.
- Act as the primary point of contact for employee HR inquiries, effectively screening and prioritizing requests, providing preliminary guidance, and routing complex issues to the appropriate FLOEE colleagues.
- Support the integration of HR procedures with finance procedures. Ensure seamless communication and information flow across all HR-related matters between staff, managers, and the FLOEE colleagues. Monitor and support the correct application and adherence to internal HR policies and procedures.
- Maintain and update employee records and HR databases.
- Assist in recruitment, onboarding, offboarding and training of new employees and trainees.
- Assist with employee benefits and leave policies.
- Assist in organizing staff's yearly excursion. Office Coordination:
- Direct internal and external calls, emails, and post mail to designated units
- Monitor office supplies and equipment and order replacements (stationary, coffee, tea, etc.)
- Being the person of contact for the service providers (phone, cleaning services, building, handyman, etc.)
- Participate in improving office environment (plants, work-friendly spaces, etc)
- Ensure the office is clean, and the employees respect the office rules (kitchen, sanitary)
- Schedule and organising documents for staff weekly, monthly, and quarterly meetings
- Being the person of contact for the IT Consultant
- Liaise with staff members regarding hardware (problems encountered, requests for equipment, etc.,)
- Monitor IT equipment (list of equipment, storage, depreciation list)
- Prepare workstations for new staff
- Follow up with the phone system (user access and account) ¿ Support staff members with workstation equipment.
- After the necessary training is provided, being a responsible person for security and prevention in the office (e.g. fire prevention)
- Make travel arrangements including flights, accommodation, and ground transportation

Jouw profiel
The Assistant will organize and support the office's day-to-day finance and employee's administration. They will ensure effectiveness and compliance with internal procedures and maintain the quality of data management. The Assistant plays a crucial role in ensuring that office operations run smoothly and accurately and that our records are maintained in compliance with internal procedures. Education & Qualifications
- Bachelor's degree in administration, accounting, HR related fields (or equivalent) Experience
- Essential
- Knowledge of MS Office (Excel, PowerPoint, Word)
- Effective communication skills in English including verbal and written skills
- Understanding of office routine
- Knowledge of French Experience
- Desirable
- Proven work experience as administrative assistant or similar role is an asset
- Knowledge about/work experience in Non-Governmental-Organisations -