Finance and Administration Manager

EPD - European Partnership for Democracy

Brussels, Belgium

About the European Partnership for Democracy

EPD is an independent European organization that supports democracy outside the European Union. Since its establishment in 2008, EPD serves as a platform where European civil and political society organizations working on democracy assistance build upon each other’s expertise. The EPD’s mission is to advocate for stronger policy and practice in democracy support on the EU agenda for external action, to share knowledge on democracy assistance among stakeholders and to develop programmes in partnership with organizations in the field.

About the Programmes and Projects of the European Partnership for Democracy

In countries such as Zimbabwe, Armenia, Moldova, Burma and Ghana, EPD supports civil society organizations, grassroots activists, political parties and media in their pursuit for a more democratic society. The projects vary in size and content and aim, for example, for liberalization of restrictive media laws, constitutional reform, grassroots activism and empowerment of women in politics. Methods vary from civic education, training and advocacy to building bridges between political society and civil society. EPD has diverse sources of funding, including from the European Commission, EU Member States, the National Endowment for Democracy, European NGOs and various private funders.

Role Description

Main purpose:

• The Finance and Administration Manager leads the management and oversight of EPD’s finances, its human resources policy and practice and its facilities in Brussels, and makes a major contribution to corporate strategy and the development of EPD.

Accountabilities and key relationships:

• The Finance and Administration Manager reports to the Executive Director;
• The leadership of EPD depends on close and effective working relations between the Executive Director/Head of Programmes, and Finance and Administration Manager and on the motivation and commitment of other staff appointed from time to time;
• The Finance and Administration Manager works closely with the Programmes Administrator and the Programme Analyst and she monitors the work of the project coordinators.

Duties and Responsibilities

Business planning, budgeting and development:

• In consultation with the Executive Director/Head of Programmes, leading the preparation of an annual budget for presentation to the Board;
• Contributing to and supporting the Executive Director in the development of an annual business plan and rolling corporate plans;
• Bi-monthly preparing and updating financial forecasts for EPD as a whole and/or its programmes and activities;
• Playing a proactive role in all aspects of the work of the organisation, encouraging the development of well coordinated working practices across the organisation.

Finance management and oversight:

• Maintaining and develop EPD’s management accounts, producing a bi-monthly report on financial performance against budget for the Executive Director/Head of Programmes;
• Developing, reviewing and maintaining financial systems, policies and procedures, including cash flow forecasts and weighted annual budgets;
• Leading the implementation of full cost recovery throughout EPD, including the provision of relevant financial information to support funding bids;
• Managing invoicing, payments, receipts of income and book keeping, developing systems to enable these tasks to be undertaken at office assistant level, including a framework of delegated authority for expenditure;
• Supporting the Executive Director/Head of Programmes in the maintenance of strong working relationships with field offices; advising field based finance staff on EPD’s financial systems and practices; and ensuring the financial compliance of all EPD’s field programmes within EPD’s policy and practice framework;
• Liaising with EPD’s contracted accountants to ensure the delivery of their responsibilities to high standards;
• Advising the Executive Director on Belgian legal and regulatory requirements affecting financial management and oversight.

Governance and risk management:

• Preparing annual accounts and financial statements for publication;
• Supporting the Board in the appointment of auditors, and working with the appointed auditors;
• Providing a finance report for meetings of the Board sufficient to enable members to fulfil their responsibilities for financial oversight;
• Supporting the Executive Director in maintaining an effective framework of risk management, including robust systems, procedures, policies and controls to minimise EPD’s exposure to loss;
• Maintaining systems to ensure EPD’s compliance with the requirements of statutory authorities to which it is accountable in Belgium, the Netherlands (where EPD is registered) and elsewhere, including the timely submission of returns;
• Overseeing the drafting and finalising of contracts, leases and other legal matters.

Human Resources management:

• Maintaining and developing HR systems, policies, procedures and records, advising the Executive Director on Belgian and Dutch HR legal and regulatory matters;
• Managing relationships with payroll and pension administration contractors;
• Overseeing the provision of training in EPD’s financial, HR and administrative systems to other staff as appropriate;
• Contributing to an environment of learning in EPD and the constant improvement of its practices and procedures.

Facilities management:

• Ensuring proper arrangements for the management and security of EPD’s premises in Brussels and field offices;
• Overseeing the provision of office equipment, IT and telecoms facilities and managing relations with suppliers.

Selection Criteria

• Availability: immediate;
• Languages: Fluent in French & English (mandatory), Dutch (preferably);
• Knowledge of & experience with accounting principles (GAAP);
• Knowledge of & experience with financial reporting standards (IFRS);
• Knowledge of & experience with financial management of EU grant contracts (PRAG);
• Knowledge of & experience with EU-funded project audits (specific reference to be provided);
• Experience with financial consolidation (analytical accounting - specific reference to be provided);
• Strong experience with Excel (mandatory) and other databases (preferably);
• Acquaintance with some accounting software.

Terms and Conditions

• 48,000 EUR annual gross + advantages;
• Initial 12-months contract with 6-months trial period.

Start Date and Selection Process

• The start date is 15 March 2014 or upon agreement;
• We will be evaluating applications on a rolling basis until we find a good candidate;
• Only short-listed candidates will be contacted;
• Interviews will take place in Brussels between 24 and 28 February 2014.

Applications

• Application deadline: 17 February 2014 (13:00 – Brussels time);
• Please apply directly on EPD website by clicking on this link.