Under the supervision of the Head of Brussels Office and the Regional Finance Manager, Europe, the Brussels Finance Officer will be responsible for the financial accounting, program financial operations and local accounting and reporting requirements for the Brussels office.
Duties And Responsibilities:
Financial planning, budgeting and reporting:
Coordinate the annual budgeting process as well as any other financial plans and forecasts.
Prepare financial management reports to track performance against budget and report the results to management.
Provide advice to the Head of Brussels Office and other staff on all financial matters, including making recommendations for improving efficiency and optimizing the use of financial resources.
Project financial management:
Provide support to Unit staff on all areas of project financial management, including budgeting, monitoring, reporting and compliance with donor financial rules and regulations.
Assist staff in the preparation and review of proposed agreements/ contracts with external parties.
Maintain project financial information in IUCN systems
Prepare financial reports to donors in compliance with contracts financial rules
Accounting:
Ensure that all financial transactions of the Brussels Office are accurately and timely recorded in the IUCN financial system in accordance with generally accepted accounting principles, Belgium legal and statutory requirements and IUCN accounting policies.
Administer the IUCN financial system, including ensuring master data is updated, transactional data is correctly recorded, and standard financial processes are adhered to.
Ensure that all balance sheet accounts are reconciled in accordance with IUCN accounting policies and procedures and timely submitted on the NAV Checklist in the IUCN financial system
Treasury and cash management:
Process payments as and when they fall due, ensuring compliance with contractual payment terms.
Prepare cash flow projections and monitor the continued availability of funds to cover the requirements of the Brussels Office operations and its projects and programmes.
Work with IUCN HQ finance unit to optimize the level of cash held, to minimize exchange rate risk and reduce charges.
Ensure the Office bank mandate is kept up-to-date as required by IUCN Finance and Belgium banking rules.
Financial control, risk management and compliance:
Ensure that an internal control framework is in place and that processes are in place to ensure compliance with IUCN established procedures.
Ensure the completeness and accuracy of financial data through the establishment of checklists and monthly reviews of financial data.
Fixed Asset Management:
Maintain the fixed register and ensure the identification and proper inventory of fixed assets of the Brussels Office.
Ensure purchases, disposals, write down of assets and deprecation are in accordance with IUCN policy and that the assets are adequately protected.
Payroll and time management:
Ensure that systems and procedures are in place to enable accurate preparation and disbursement of the payroll by the external payroll administrator and in compliance with Belgian statutory requirements.
Ensure timely payment of payroll related taxes and social charges.
Support staff in time-recording processes on TMS including TMS budget allocations.
Audit and tax:
Assist and provide information to IUCN statutory auditors and project auditors as and when required in accordance with Belgian accounting legislation.
Assist in reconciling IUCN annual financial accounts with Belgian GAAP as applied to associations.
Manage Belgian VAT and other statutory tax reporting requirements.
Database updates:
Maintain accurate financial data in the European Union (EU) databases and ensure online EU projects reporting
The above job description contains the main duties and responsibilities for this position. However, in a small organization such as IUCN, staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular job description. Where any task becomes a regular part of an employee's responsibilities, the job description will be changed in consultation with the employee and the Human Resources Management Group.
Requirements:
Recognised accounting qualification or degree in relevant discipline
At least 5 years of relevant professional finance experience in Belgium, preferably in non-profit sector.
Good knowledge of Belgium and international accounting and reporting structures
Demonstrated skill and practice in financial planning and budgeting
Experience with the EU funding
Excellent analytical skills
Good communication skills
Hands-on mentality, results driven and team player
Coaching skills and ability to support others to perform financial tasks
Ability to work with minimum supervision and function in a multicultural environment
Excellent knowledge of English
Excellent knowledge of French or Dutch
Excellent computer skills, including knowledge of NAV financial system
