Do you have a strong background in financial management? Do you enjoy providing high-quality administrative support to a team? And do you have work experience e.g., in an association, with EU-funded projects, in a small company or an international environment? If this sounds like you, you might be our new Financial and Administrative Manager (full-time, 39 hours/week).

Our new colleague will handle financial administration in our association and a part of the AER’s project finances. To be successful in this role, you should have previous experience with bookkeeping and a flair for spotting numerical mistakes. Ultimately, you will be responsible for the financial reporting and administrative tasks. The AER has its main offices in Strasbourg and Brussels.

You will be based in Strasbourg, together with a part of the dynamic team of our Secretariat. You will work in Strasbourg and remotely, but directly with the Secretary-General who is based in Brussels. Together you will report on financial matters to the Treasurer and effectively the Executive Board. The working language in the Secretariat is English, while French is used to communicate with French service providers, members, authorities and partners.

Possession of a work permit for working in France is mandatory for this position.

Key tasks and responsibilities

Financial management (about 45%)

• Financial planning, budgeting, and reporting
• Responsible for presenting regular financial overviews and answering requests, notably for the Executive Board
• Support the external accountant for the annual audit
• Keeping the Quadra accounting program up to date (posting bank statements, invoices, membership fees, travel reports, etc.)
• Produce, track and organize invoices, and monitor payments.
• Liaising with the bank (communication, payments)
• Collaboration with Member Relations Coordinator (on membership fees) and the Project Unit (on project income)

EU Project finances (about 45%)

• Outlining of contracts; processing payments; and monitoring budgetary performance for specific EU co-funded projects run by the AER, in close collaboration with the European Projects Coordinator and the Project Finance Manager
• Ensuring a high quality of finance-related workflows within the projects and in relation to our donors, notably the European Commission, as well as compliance with the specific guidelines provided by the European Commission
• You will also be required to act as the contact point for the Project Unit and other members of the Secretariat when it comes to the European Commission guidelines for the financial and contractual implementation of projects
• Preparing monthly timesheets together with colleagues; collecting and archiving evidence for projects as well as administrative and legal documentation
• Contributing to financial aspects of new project applications

HR and administrative tasks (about 10%) 

• Monitor third-party contracts and subscriptions
• Liaising with our external Social Secretariat to ensure the smooth processing of payslips and holiday rights; and assuming other tasks related to salaries, social security, and taxes
• Point of contact for questions from the staff regarding their contractual rights (e.g., salaries and benefits)
• Keep track of employee social benefits (e.g., reimbursements, leave)
• Collaboration with team members to ensure the smooth implementation of the Secretariat activities

… as well as other administrative and transversal tasks as needed in a small team.

Your Profile

• Minimum 3 (preferably 5) years of experience in a similar role
• University degree (BA, BSc or higher) in relevant subjects (e.g., accounting, finance) or alternatively, successfully completed specialist or vocational training as an accountant, plus first concrete experience in this field of work
• Experienced in drafting and management of contracts, terms of reference and other contractual documents (desirable)
• Strong attention to detail and good analytical skills
• Excellent computer skills in Microsoft Office applications, especially Excel 
• Familiarity with cloud-based computing, collaborative document editing and working in business communication platforms, such as Slack
• Good written and oral communication skills in English and French
• Excellent organisational and interpersonal skills with the ability to function in a fast-paced, multicultural environment
• Familiarity with working with associations, non-profit organisations or small and medium enterprises

What we offer

• Working for togetherness, solidarity, good governance, and innovation 
• Promoting values and sharing best practices across Europe
• A salary of around 2.750-2.950 EUR gross/month depending on qualifications and experience, and a 13^th salary
• Attractive employee benefits worth 150-200 euros/month and 14 extra holidays next to the legal holiday rights 
• Being part of a small team, which means the contribution of every person on the team is important
• Using cloud-based team collaboration tools, which help us for community building
• Opportunities for personal growth and widening your horizon
• Or, in short, being part of the coolest network in wider Europe!

How to Apply

Please send a cover letter (in English, max. one page) along with your CV (in English) to [email protected] with “AER Financial and Administrative Manager” as the subject line. Additionally, we encourage you to include a recommendation letter, a copy of your diploma, or provide details about a specific project you have previously worked on.

Deadline for application: 30 July – midnight CEST.

Anticipated interviews (indicative days):  First half of August

Desired starting date: August/September

Due to the large number of applications, only shortlisted candidates will be notified.

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Founded in 1985, the Assembly of European Regions is the political platform of regional governments in wider Europe, with direct membership of public authorities from 30 countries – from Norway to Turkey and from Portugal to Georgia. As the largest independent network of its kind, AER promotes the regions as key players in the European project, as well as democracy and good governance. AER has offices in Brussels (BE), Strasbourg (FR), and a Southeast Europe Hub in Alba Iulia (RO).

The Assembly of European Regions (AER) is an equal opportunity employer – our membership is diverse and so is our team. In line with our political priorities, we are an organisation committed to fostering inclusion and embracing diversity, including in our recruitment process. We therefore guarantee equal treatment of all applications regardless of sex or gender identity, ethnic, national or social background, political or religious belief, sexual orientation, age, or disability.