Administration and Finance Assistant (Traineeship) – Equinet

As part of its Brussels-based Secretariat, Equinet is opening a traineeship position for the period October 2015 – March 2016, in order to assist the work of Equinet team.

The trainee will in particular support the Administration and Finance Officer and the Communication Officer in carrying out activities and tasks necessary for the administrative and financial management of the Network/Secretariat, and the planning and organisation of Equinet events.

This is a fulltime paid traineeship to be performed at the Equinet secretariat, located in Brussels, Belgium. Equinet offers the traineeship in the framework of a Convention d’Immersion Professionnelle under Belgian law with a financial monthly compensation of around € 930 net + holiday pay + meal vouchers + coverage of local transportation costs.

This legal scheme aims to help recent graduates getting a first professional experience in a field related to the main focus of their studies.

JOB DESCRIPTION

Responsibilities will include:

EC Grant/Finance, Administration and Office management

Support the Finance and Administration Officer in:

• Sorting, processing and filing Equinet invoices and membership fees

• Updating the bookkeeping and liaising with the external bookkeeper

• Preparing, inserting and executing payments to service providers and reimbursements of Equinet Members’ expenses

• Preparing Equinet EC Grant financial and technical reports to the European Commission

• Preparing financial reports to the Equinet Board and its Treasurer

• Further developing the Equinet Human Resources (HR) policy, staff handbook and related HR practices in the Belgian employment context

• Filing of Equinet HR documents and contracts

• Following up on HR-related matters with the Belgian Social Secretariat

• Taking minutes of Board meetings deliberations, and producing Minutes reports

• Supporting the process of an external technical evaluation of Equinet activities in close collaboration with an external expert

• Compiling quantitative data of Equinet’s activities for EC reporting purposes and internal Monitoring & Evaluation system.

• Supporting the development and improvement of overall Office Administration and Equinet filing systems (both paper administration in office and IT/shared drives) to maximise transparency and performance

• The general management of the office when necessary (telephone and mailing, copies…);

Events planning and management

Support the Finance and Administration Officer in:

• The logistical organisation of Equinet conferences, seminars and working group / board meetings: identification and booking of appropriate venues and hotels, logistical arrangements, material preparation, catering…

• Booking of travel arrangements for the Secretariat team and Equinet Members as required

• Managing Equinet events and relevant meetings onsite (assistance to Members, registration, logistics, note-taking…)

• Ensuring the follow-up of Equinet events and meetings

Communication

Support the Communication Officer / team in:

• Managing and updating of an Equinet central Database of contacts and other databases and lists

• Drafting and preparing internal membership communications

• Producing the Equinet print materials, particularly Equinet publications and reports.

• Managing communication between the Equinet secretariat and Equinet members.

• Support in dissemination of Equinet communications and policy materials.

Deadline for applications: 11 October 2015

Read more and apply here.