About the job

The Financial and Administrative Manager will be responsible for overseeing the general financial administration of the association, including a part of the Assembly of European Region’s finances related to EU-funded projects. Prior experience in bookkeeping is essential for success in this role. Key responsibilities include financial reporting and related administrative tasks.

The AER has its main offices in Strasbourg and Brussels. The Financial and Administrative Manager will be based in Strasbourg, France. The role involves working closely with a dynamic team in the Secretariat, with the possibility of partial remote work. The manager will report to the Secretary General based in Brussels, and together they will coordinate on financial matters with the Treasurer, ultimately reporting to the Executive Board. The working language within the Secretariat is English, while French is used for communication with French and Belgian service providers, members, authorities, and partners.

A valid work permit for employment in France is required for this position.

Key tasks and responsibilities

Financial management (about 55%)

• 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 Cegid Quadra accounting application up to date (posting bank statements, invoices, membership fees, travel reports, etc.)
• Produce, track and organise 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 20%)

• 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 25%) 

• 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 our activities
• As well as other administrative and transversal tasks as needed in a small team.

Your Profile

• Minimum 3 years of full professional 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)
• Knowledge of Cegid Quadra accounting software or other similar software is advantageous
• 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

Location: Strasbourg

Salary: €2.600-€3.100 (dependent on experience)

Other benefits: meal vouchers; allowance for commuting; 14 extra holidays next to the legal holiday rights

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. 

Deadline for application: Applications are taken on a rolling basis until the right candidate has been found. Depending on the quality of applications, the final deadline for applications is 12 November 2024.

Desired starting date: ASAP

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

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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.