Accounting Assistant (m/f)

A little bird told us that you are the Accounting Assistant we are looking for! Read the job description and apply today!

Job description

In general: 

  • Follow-up of the processing of accounting and financial documents of our client's office, inclusing those pertaining to the office participation to public (EC) funded projects 
  • Provide administrative support to the relations with the organisation's suppliers and the management of human resources 
  • Work with the organisations's team members and the external accounting service providers 
  • Collect reports from project partners
  • Report to the managing director
More specifically: 
Process accounting documentation and payments
You will be processing accounting documents, in collaboration with the accounting service provider, mainly
  • Issue calls for membership fees and follow-up their payments.
  • Collect and coordinate validation of suppliers’ invoices.
  • Collect and coordinate validation of expenses declarations from members of the 

  • Follow-up the allocation of costs to budget lines, projects or programmes.
  • Ensure recording of accounting documents.
  • Prepare and submit payments to signature.
  • Ensure appropriate exchange of information and documents with the accounting 

     service provider.
  • Follow-up the production of periodic financial reporting.
  • Support to the production of the Annual Accounts and the preparation of the Budget.
  • Follow-up the contacts with (reporting to) public administration and tax authorities.
Public (EC) funded projects administrative and financial follow-up
In collaboration with the corresponding Project Management Office,
  • Follow-up the preparation, signature and recording of project contractual documents
  • (grant agreement, funding transfer agreements with third parties, secondment
  • contracts, ...)
  • Prepare and submit payments (pre-financing, seconded personnel, costs claims ...) 

     to signature.
  • Ensure collection and recording of project timesheets.
  • Ensure collection of financial reporting from third parties and project partners.
  • Follow-up the production of periodic financial reporting.
Follow-up of suppliers
  • For suppliers of general supplies of services and goods (e.g. office landlord, facility management, office supplies, IT and telecommunication services providers):
  1. Follow-up the calls for bids.
  2. Follow-up and record contracts.
  3. Issue orders and/or follow-up the contract renewals.
  4. Follow-up acceptance and payments.
  • For suppliers of project-specific services and goods (e.g. conference organiser, specific IT tool development, production of dissemination material):
  1. Coordinate with and support the project team for the supplier follow-up.
  2. Record tender documentation and contracts.

 4) Support to Human Resources administration

Ensure the interface with the Social Secretariat, in particular

  • Record staff member’s employment contract and related documents.
  • Collect and prepare reporting of staff members working time (vacation, sick leave ...).
  • Follow-up implementation of benefits.
  • Distribute the HR documents to the staff members (payslips and report forms).
  • Follow-up transfer of HR financial reporting for the accounting of the personnel costs.
Other things:
  • Contribute to the staff positive working atmosphere and team spirit.
  • Carry out other clerical and logistical tasks that may arise or are needed to properly 

     execute the tasks above.
  • Some travel may be required.

Your profile

  • Degree in accounting assistant or demonstrate an experience in a similar position;
  • Responsible, methodical, and detailed oriented attitude;
  • Some years of experience in a similar position is an asset in particular if it includes 

    experience with reporting for EC funded projects;
  • Fluent in English and in either French or Dutch, both spoken and written;
  • Strong knowledge of Microsoft Word and Excel;
  • Exhibit a positive work attitude, high productivity and a collaborative approach with 

    other employees across an international environment.


What we offer

  • Full-time permanent contract
  • A competitive remuneration package 

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