Job Opportunity at EuroGeographics – Head of Finance & Administration
About EuroGeographics:
EuroGeographics is the European Association gathering 60 National Mapping and Cadastral Agencies from 45 countries throughout Europe.
EuroGeographics supports the public good by representing its members’ interests, maintaining networks that help members improve their capabilities and role, and by facilitating access to and use of its members’ geospatial data and services. By providing a single point of contact, we enable government, business and citizens to benefit from their collective expertise, products and services.
More information can be found on our website.
The Purpose of the Job
The purpose of the job is to maintain the appropriate financial management procedures and controls for EuroGeographics and to ensure compliance with all fiscal and regulatory requirements as an AISBL. The post-holder provides the Association’s decision-making bodies with the appropriate financial reports and interpretation, and is responsible for advising on the procedure and taking the associated administrative actions necessary to ensure Eurogeographics meets all its legal and administrative obligations. They have overall responsibility for the HR, administrative and IT activities that facilitate the smooth running of the Association and its headquarters.
The job holder is responsible for:
Financial Management
- Prepare management account for the Association on a monthly basis and prepare the annual full statutory financial statements, working with a certified accountant. Preparing and presenting finance reports to Management Board on a regular basis.
- Complete and filing tax returns, making VAT returns and payment. Liaising with the auditors, filling the Association’s accounts with the relevant authorities. Managing EuroGeographics’ bank accounts and investments, Managing the relationship with the certified accountant and auditor as required.
- Managing the Association’s payroll in Belgium, Malta and France and management of the Association’s pension schemes. When required, researches and introduces payrolls for other countries to ensure we meet the legal and contractual obligations. Ensures adherence to Belgium collective bargaining agreement.
- Overseeing the bookkeeping and processing of invoices and travel claims. Responsible for: verifying and authorising payments and maintaining efficient internal financial procedures, internal controls and internal auditing of the financial procedure to ensure due diligence; and raising invoices and call for subscriptions.
- Ensure cash flow is appropriate for EuroGeographics' operations and perform risk management by analysing liabilities and investments.
- Ensuring compliance to all the financial obligations in the framework of project co-financed by the European Commission and European Institutions. This includes being part of the bidding team putting the budget together for EuroGeographics, and the global budget if EuroGeographics acts as the co-ordinator. Budget monitoring and reporting during the course of the project and the preparation of documents for, and answering, external audits.
- Acting as the main contact point on the EU portals, ensuing compliance with all the legal obligations when tendering and when signing Grant Agreements.
- Responsible for the financial policies and procedures of the Association.
- Providing direction and guidance on the financial strategy of the Association.
Association Governance and Compliance
- Manages compliance with the Belgium legal and fiscal regulatory environment, ensures that EuroGeographics is meeting its legal and administrative obligations under the Articles of Association and Belgium law, such as keeping of staff records, ensure health and safety compliance, and acts as a point of contact with insurance brokers, social secretariat etc.
- Management of the procurement process, and formalising contracts with suppliers.
- Manages compliance with the Articles of Association and the Association’s rules and regulations. Manages the Association’s formal business working with the Secretary General and Executive Director, specifically the voting at the General Assembly. Works with the Treasurer to present the accounts and budget to the General Assembly.
Office Management and Administration
- Responsible for overseeing the office administration activities that facilitate the smooth running of the Association.
- Responsible for managing the continued modernisation and digitalisation of the office.
- Overseeing the office lease, reviewing office accommodation to ensure it remains fit for purpose, and reviewing alternatives if required. If an office move was required, the Head of Finance and Administration would lead this activity.
- Responsible for overseeing the IT functions, equipment, software and activities, which are delegated to the Office Manager.
Human resources
- Working closely with the senior management team to ensure employment contacts are negotiated to meet the needs of the Association and appropriate national legislation.
- To ensure the HR functions of the Association are managed efficiently, putting in place the necessary administrative arrangements.
- Maintaining a registry of all employees and contractors.
Knowledge, skills and experience
- Five to 10 years’ experience as a Head of Finance or Administration with at least five years’ experience as a Finance Manager.
- Qualification in accounting and a good knowledge of tools such as SAGE-bob.
- Excellent knowledge of data analysis and forecasting methods and proven Excel skills.
- Experience of dealing with payroll in Belgium and other European countries.
- Knowledge and familiarity with the Belgium legal and cultural environment.
- Previous knowledge and experience of managing the finances of EU funded projects, ideally when the organisation is the project co-ordinator. This includes working with the project team to formulate the project bid, create the budget for the consortium, working with the project partners and providing them with support. For successful EU projects, managing the project finances and ensuring the Association has a complete financial overview with regular and detailed reporting in compliance with Commission requirements.
- Excellent organisational and time management skills.
- Working successfully in a multidisciplinary and multinational team.
- Experience of working in a small to medium sized organisation, either within the public or not-for-profit sector, or ideally working in a membership organisation.
- Experience of managing and mentoring people.
- Ability to work at a senior level and have the confidence and conviction to present at Board level.
- Excellent communication skills with fluent English - the Association’s business language is English but must also fluently speak French with Dutch being a nice to have,
Behaviours and Competencies
- Personal drive and self-motivation – ability to take the initiative and work independently.
- The ability to be innovative and proactive.
- Team player, who is able to take a cooperative and collaborative approach.
- Able to challenge constructively whist maintaining professional and positive working environment.
- Commercial awareness.
- Analytical and focused on problem solving.
- Ability to respond to tenders.
Contacts and communications
Typical regular contacts/communications of this post:
- Internal: EuroGeographics Secretary General and Executive Director, and the wider EuroGeographics Team.
- Organisational: Management Board, President, Treasurer and EuroGeographics members, specifically members who are part of European Commission funded project i.e., OME2
- Outsourced Support: Certified accountants, payroll providers, pension providers, Association’s legal advisors
- Other service providers: Auditors and insurance providers.
- External: Landlord of the EuroGeographics’ Head Office, tax officials, bank officials, insurance brokers, social secretariat, lawyers, accountants and European Commission auditors.
Decisions made independently by the post holder
The job involves a wide range of autonomous decision masking, within the overall strategic framework of the Association and consistent with the operating plan and budget approved each year by the General Assembly. Decisions to be made by the job holder include:
- Movement of money between investment and cash accounts.
- Approving and authorising of payments up to 5,000 euros.
- Insurance requirements.
- Filing of fiscal and administrative reports to Belgium authorities.
Leadership and team-working
This post has staff management responsibility:
- Management of the Office and IT Manager.
Requirements
- Must be able to work in the EU and be based in Brussels.
- This role is offered under a full-time employment contract.
- A flexible working European environment for a worthy cause in a pleasant atmosphere.
- Possible travel required.
- Salary range 60,000 – 70,000 euros depending on knowledge and experience
Starting date: as soon as possible
Applications for this position – a CV and a motivation letter – should be sent to matina.fuentes@eurogeographics.org with the subject line: “Head of Finance & Administration– Name and Surname”.
Only complete applications will be considered. Please note that due to time constraints, we will only answer the applicants that are selected for a first round of interview. Thank you for your understanding.
