IFOAM Organics Europeis currently looking for a Finance and Office Administration Assistant – deadline for application: 9 July 2023. We will only consider applications made via our form(https://forms.office.com/Pages/ResponsePage.aspx?id=AhkfgWC560GjnDvy8OxOQw7slDq0MiNAqkHhTyYiirZUNDBPVkNFMzJVQ1JKTlkwNFNETlNTSDVUUS4u&nocdn=1&fswBypass=1)
The Administrative Assistant will:
- Organize and manage the office’s day-to-day finance administration;
- Ensure effectiveness and compliance with internal finance procedures and maintain the quality of data management;
- Assist the Financial Consultant;
- Play a crucial role in ensuring that office operations run smoothly and accurately, and that financial records are maintained in compliance with internal procedures.
Find out more in the complete vacancy.
Finance Administration:
- Managing financial administration: this involves maintaining accurate document management of financial transactions, including invoices, receipts, and bank statements. The finance assistant may also be responsible for filing and organizing these records • Preparing sales invoices
- Processing payments, including petty cash and bank card management. Ensuring all the proofs of payment are compliant with internal rules, and approved
- Processing travel reimbursement forms and following up with employees to ensure compliance with internal rules
- Reconciling bank and credit card transactions, ensuring that all transactions are supported by the required documents
- Assisting with audits, providing documentation as needed
- Create and update finance spreadsheets, data entry
- Copying, scanning, emailing, organizing, and archiving finance documents
- Training staff on invoices & VAT, and other financial procedures
- Providing administrative information to DKV (medical insurance provider) and Edenred (lunch voucher provider)
- Liaising with external (finance and HR) providers for all administrative and accountable documents
- Liaising with staff members regarding invoices, travel reimbursements, finance administrative documents, and information
Office Coordination:
- Directing internal and external calls, emails, and post mail to designated units
- Monitoring office supplies and equipment and order replacements (stationary, coffee, tea, etc.)
- Being the person of contact for the service providers (phone, cleaning services, building, handyman, etc.)
- Participating in improving office environment (plants, more environmentally friendly)
- Ensuring the office is clean, and the employees respect the office rules (kitchen, sanitary)
- Scheduling and organising documents for staff weekly, monthly, and quarterly meetings
- Being a responsible person for security and prevention in the office (e.g. fire prevention)
- Being the person of contact for the IT Consultant
- Liaising with staff members regarding hardware (problems encountered, requests for equipment, etc.,)
- Monitoring IT equipment (list of equipment, storage, depreciation list) • Preparing workstations for new staff
- Following up with the softphone system (user access and account)
- Supporting staff members with workstation equipment
- Changing Netgear Disk.
Job Type: Full-time
Salary: €26,000.00 - €36,000.00 per year
Benefits:
- Additional leave
- Company computer
- Eco vouchers
- Food allowance
- Hospitalization insurance
- Travel reimbursement
Schedule:
- Monday to Friday
Supplemental pay types:
- 13th month salary
- Vacation money
Application Question(s):
- Excel proficiency
Language:
- English (Required)
Work Location: In person
Application Deadline: 09/07/2023
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