Finance and Administration Officer

TRAFFIC International

Brussels, Belgium

REPORTS TO: Programme Office Director - Europe
TRAFFIC GRADE: TS3 50%

FTE, with possibility of expanding the scope of the role in future, subject to funding availability and satisfactory performance.

ORGANISATIONAL BACKGROUND

TRAFFIC is a leading non-governmental organisation working to ensure that global trade in wild species is legal and sustainable, for the benefit of the planet and people. At a time of unprecedented biodiversity loss, TRAFFIC provides evidence, solutions, and influence to combat environmental degradation and ensure a nature-positive future.

TRAFFIC International is a charity and limited company registered in the UK. TRAFFIC's head office, based in Cambridge UK, provides worldwide leadership, coordination, cross-regional and corporate functions. TRAFFIC's local engagement is managed through programme offices operating under the auspices of the UK charity, with staff based in a hub office and at other strategic locations where necessary. Programme offices operate within a geographic area of responsibility focused on one or multiple countries where TRAFFIC aims to help deliver priority programme outcomes.

Salary range €20,000 - €24,000 based on 17.5 hours per week.

JOB BACKGROUND

The primary role of the Finance and Administration Officer will be to responsible for the day-to-day running of the TIE office with primary focus on financial aspects in accordance with Belgium legislation and as detailed in the Financial Policies and Procedures Manual (FPPM) provided by Head Office for UK statutory purposes. The role will also require effective communication and on-going financial information flow between TIE and the Head Office Project Support Unit (PSU) and Finance teams in Cambridge.

SPECIFIC DUTIES

Finance Duties:

Responsible for the day-to-date financial running of the office including tasks such as cash calls, invoicing, supplier ordering and payments and banking following the FPPM and ensuring appropriate approvals received and recorded for statutory purposes;
Responsible for the TIE payroll function through third party provider. Including the preparation of monthly salary and ancillary wage costs, obtaining the necessary authorisations at local and Head Office levels, completing monthly reconciliations and central filing of supporting documentation;
Responsible for the posting of TIE transaction entries onto both the TRAFFIC finance system and online platform of the Belgium accountancy firm, with necessary checks and balances to ensure a balanced trial balance;
Responsible for the month-end close including the preparation and submission of the signed bank reconciliation, monthly reporting pack with comments on variances, project summary report and 12-month cashflow forecast;
Responsible for quarterly reporting including intercompany and balance sheet reconciliations and other year end schedules as required for both Belgium and UK statutory reporting and audit;
Responsible for the calculation of yearly staff cost recovery calculations for TIE staff following the guidelines provided by Head Office and obtaining the approval before the publication of the rates. Periodic checks to ensure rates allow for any salary increases and communicate any amends to Head Office in a timely manner;
Supporting the Programme Office Director with preparation of the annual TRAFFIC Europe budget and forecast updates. Review monthly actuals to budget and provide commentary on variances and advise of any remedial action required;
Liaising closely with the TRAFFIC Project Support Unit in Cambridge and Project Managers in the financial management of projects and ensuring income and expenditure is recorded correctly on the finance system so accurate financial information is available in a timely manner;
Works with local external accountants to complete Belgian accounts and statutory Audit;
Centrally file all financial and related documentation as required for Belgium, UK and donor audits.

Office Administration Duties:

Central point of contact for insurance, payroll provider and HR risk management services;
Assists with all travel arrangements for TIE team staff following the travel policy provided by Head Office;
Liaise with Head Office on staffing matters to ensure documentation is accurate and up to date;
Ad-hoc duties as required including co-ordinating courier deliveries, general enquiries to the office and providing strong administrative support to the Programme Office Director and team as required.

REQUIREMENTS/EXPECTATIONS OF THE ROLE

Strong proven experience in an accounting environment, with grant/donor-based financial experience desirable;
At least part qualified accounting qualification required;
Excellent organisational skills, with experience gathering, analysing and presenting accurate information to managers;
Strong computer literacy with an emphasis on using spreadsheets and financial systems;
Strong fluency in at least one local language and written and oral English required, other main EU languages desirable;
Ability to multi-task and work well within a culturally diverse team including the need to be flexible and support administrative needs of the team as requested;
Be motivated, keen to learn and able to work on own initiative when required.

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