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Finance and Administration Officer

Vacancy #:   5861
Unit:   TRAFFIC Europe
Organisation:   TRAFFIC International (TRAFFIC)
Location:   TRAFFIC - Europe (Brussels), Brussels, Belgium
Reporting to:   Programme Office Director- Europe
Work percentage:   50%
Grade:   A3
Expected start date:   01 February 2022
Type of contract:   Indefinite
Closing date:   13 January 2022
BACKGROUND
TRAFFIC is the leading non-governmental organization working globally on trade in wild animals and plants in the context of both biodiversity conservation and sustainable development.

TRAFFIC International is a charity and limited company registered in the UK. TRAFFIC’s head office, based in Cambridge UK, provides worldwide leadership, coordination, cross-regional and corporate functions. TRAFFIC’s local engagement is managed through programme offices operating under the auspices of the UK charity, with staff based in a hub office and at other strategic locations where necessary.

TRAFFIC is in the process of establishing a European programme office in Brussels, Belgium and is seeking an experienced administrator to work on a 50% FTE basis as part of the initial team to set up the office within the wider TRAFFIC team. The role will provide support to the small local team and ensure that all day to day operational activities are processed in an efficient and effective manner.

The part time salary for this position is EUR 16,000 - 20,000 per annum.
JOB DESCRIPTION
CHARACTERISTIC DUTIES
This position will provide stand alone administrative support on primarily finance processes, but also office administration, to ensure day-to-day operational issues are processed in accordance with Belgian legislation and TRAFFIC policies and procedures.

SPECIFIC DUTIES

Finance Support Duties:
• Day-to-day finance and accounting management including cash calls, invoicing, payments, banking, control of the use of petty cash, and authorisations and processing period-end journals.
• Inputs financial information onto Sage 300 platform.
• Reviews and reconciles bank and control accounts on a monthly basis.
• Supports the preparation and update of the Europe Core budget including the ‘ABC list’.
• Liaises closely with the Project Support Unit and Project Managers in the management of project finances; preparation and monitoring of cash-flow; and in the preparation of cash calls.
• Maintains project accounts and ensures that accurate financial information is available as needed.
• Assist external payroll provider in preparing monthly salaries and other ancillary wage costs.
• Support quarterly financial reporting to headquarters.
• Work with local external accountants to complete Belgian statutory reporting requirements.
• Assisting with preparation of audit files for UK and Belgian audits.
Office Administration Duties:
• Maintains working relationships with local service providers.
• Monitors and responds to general enquiries to the office.
• Liaises with the Global office on staffing matters to ensure documentation is accurate and up to date.
• Responsible for managing the office supply budget; stock monitoring and ordering of office supplies including stationery.
• Coordinates and processes post or courier deliveries relevant to the office.
• Travel arrangements both local and international including booking flights, hotels, visa applications and airport transfers for TRAFFIC Europe staff.
• Supports the Director with administration required in the running of the office.
• Supports other staff in the office with administrative duties.
• Any other administrative duties as seen fit.
REQUIREMENTS
  • Proven experience working in an administrative role.
• Strong proven experience of day to day accounting, with grant/donor-based financial experience desirable.
• At least part qualified accounting qualification required.
• Excellent organisational skills, with experience gathering, analysing and presenting accurate information to managers
• Strong computer literacy with an emphasis on using spreadsheets and financial systems.
• Ability to multi-task and work well within a culturally diverse team including the need to be flexible and support administrative needs of the team as requested.
• Be motivated, keen to learn and able to work on own initiative when required.
• Strong fluency in at least one local language and written and oral English required, other main EU languages desirable.
APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/


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Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

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