Administration and Finance Coordinator (French-Speaking)

European Association of Conservatories

Hours
38 hours per week

Length of contract
1 year

About the Organisation

Association Européenne des Conservatoires, Académies de Musique et Musikhochschulen (AEC) represents more than 300 Higher Music Education Institutions in Europe and beyond. AEC is the leading voice for Higher Music Education in Europe, a powerful advocate for its member institutions.

About the role

AEC recruits an Administration and Finance Coordinator to join its Brussels-based office. Reporting to the General Manager Deputy Director, the Administration and Finance Coordinator is responsible for general office management, financial management, and membership management.

Responsibilities

Office Management:

• Ensure an appropriate, pleasant, and safe office environment (handle incoming and outgoing post and general emails, order office supplies, manage contracts with service providers - telephone, insurance, printer, IT, cleaning, etc. organise IT support for the office)
• Ensure optimised workflows and processes, and contribute to taking initiatives towards a greener office
• Plan and organise the monthly office meetings and regular team-building activities
• Manage monthly communication with the Social Secretariat concerning contracts, holiday records, and salaries for employees and interns
• Prepare internship contract documents and draft internship plans in liaison with colleagues
• Manage the official register of the association
• Assume other administrative duties on an ad hoc basis, including supporting colleagues with the organisation of meetings and events

Financial Management:

• Handle all financial administrative tasks such as:
  • pay all salaries every month (based on salary slips prepared by the Social Secretariat), issue invoices (membership fees’ invoices, invoices for services provided by AEC), and track their payment
  • process supplier invoices and expense claims (check their eligibility and compliance with any grant requirements, and make all payments via the e-banking system)
  • reconcile financial documents with bank and card statements, and prepare information for the accountant in the electronic accountancy software
  • handle the process of allocating travel bursaries for AEC events
• Liaise weekly with the accountant (hired externally) and check the accountant's overviews
• Collect financial information and documentation from colleagues and update internal budgets, including project budgets, accordingly
• Prepare financial reports for EU-funded programs (mainly Creative Europe, Erasmus+ plus and Horizon Europe)
• Produce financial data (updated AEC overall budget, budget forecast, financial report) at key times of the year

Membership Management:

• Liaise with AEC members on issues related to membership, membership fee payment, and membership fee services (including access to the internal login area and job vacancy platform)
• Provide information to potential new AEC members, receive and process their applications
• Prepare website and newsletter communications concerning members’ news and new members joining AEC
• Support with organising AEC events, represent AEC at AEC events, and at external events

Skills, Competencies & Experience

Required:

• Minimum 1-year experience in the field of financial administration and administration
• Excellent written and spoken English (C1) and very good knowledge of French
• Advanced proficiency in Microsoft Excel (data analysis, pivot tables, formulas, reporting)

Skills:

• Excellent organisational skills
• Attention to detail
• Strong teamwork skills with a willingness to contribute and a readiness to assist others
• Communication and collaboration skills in a multi-cultural environment
• Ability to interact with internal/external stakeholders in a professional manner

Highly Valued:

• Experience in EU-funded projects
• Client-facing experience
• Strong office IT skills (MS Office, Salesforce, Google Drive, Zoom, Teams, etc.)
• Ability to multitask and capacity to work well under time constraints
• Ability to work independently
• Other language proficiency

Other Desirable Experience, Competences & Knowledge:

• Personal connection with the cultural music sector
• Awareness of the General Data Protection Regulation and its implementation

Required Qualifications

• Bachelor’s degree in a relevant field such as public administration, Business Administration Management, European Studies, Political Science, Economics, Finance-related fields

Compensation & Benefits

• Public transport costs, 13th month
  Ecochèques, luncheon vouchers 8€ per day, 157,83€ net per month of teleworking allowance, 20€ net per month of internet allocation
  A flexible work environment (including part-time teleworking)
  Opportunity to travel and participate in international activities
  Immersion and professional development in all aspects of a European-level organisation with a focus on higher music education
  A welcoming and friendly work environment in a small, dynamic, and international team

Working locations

• Brussels, Belgium

How to apply

• Please email your CV (two pages maximum in PDF) and a concise motivation letter (one-page maximum in PDF) to [email protected] with the subject Job application Administration and Finance Coordinator.
• For more information, please contact Linda Messas, AEC General Manager / Deputy Director (also at [email protected]).

Interviews

• Interviews with short-listed candidates will take place on Wednesday, 14th January. A second round of interviews is planned on Wednesday, 21st January afternoon.
• The selected candidate will need to either live in Belgium or be willing to move to Belgium for the duration of the contract (candidates need to provide a Belgian address)

Policies

AEC values diversity and welcomes applicants from any underrepresented ethnic origin, national origin, gender, race, colour, religious belief, disability, sexual orientation, and age.

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