Finance, HR and Office Assistant

IFOAM Organics Europe

Hours
38 hours per week

Length of contract
8 months

Start date
1st November 2026

About the Organisation

IFOAM Organics Europe is the European umbrella organization for organic food and farming. We represent organic in European policymaking and advocate for a transformation of food and farming. Our work is based on the principles of organic agriculture health, ecology, fairness, and care. With 200 members in 34 European countries, our work spans the entire organic food chain. The European institutions recognize IFOAM Organics Europe as the leading advocate for organic food and farming in EU policy.

About the role

The Assistant will organize and support the office’s day -to-day finance and employee administration. They will ensure effectiveness and compliance with internal procedures and maintain the quality of data management. The Assistant plays a crucial role in ensuring that office operations run smoothly and accurately and that our records are maintained in compliance with internal procedures.

Responsibilities

Finance Administration:

• Assist in financial administration: this involves maintaining accurate document management of financial transactions, including invoices, receipts, and bank statements. The assistant may also be responsible for filing and organizing these records.
• Prepare and send sponsorships/memberships/donations invoices.
• Process invoices, reimbursements, and payments, including petty cash and bank card management. Ensure all the proofs of payment are compliant with internal rules.
• Process travel reimbursement forms and follow up with employees to ensure compliance with internal rules.
• Ensure all necessary documents are accurately completed and submitted on time for month-end and quarterly financial closing.
• Reconcile bank and credit card transactions, ensuring that all transactions are supported by the required documents.
• Assist with audits, providing documentation as needed.
• Create and update finance spreadsheets and perform data entry.
• Copy, scan, email, organize, and archive finance documents.
• Train staff on necessary financial procedures.
• Liaise with external providers for all administrative and accountable documents if needed.
• Liaise with staff members regarding invoices, travel reimbursements, finance administrative documents, and information when needed.

Human Resources:

• Assist in defining and implementing the annual staff Training Plan by ensuring contact with internal and external providers, coordinating schedules, and handling all administrative and logistical aspects of training sessions.
• Act as the primary point of contact for employee HR inquiries, effectively screening and prioritizing requests, providing preliminary guidance, and routing complex issues to the appropriate FLOEE colleagues.
• Support the integration of HR procedures with finance procedures. Ensure seamless communication and information flow across all HR-related matters between staff, managers, and the FLOEE colleagues. Monitor and support the correct application and adherence to internal HR policies and procedures.
• Maintain and update employee records and HR databases.
• Assist in recruitment, onboarding, offboarding, and training of new employees and trainees.
• Assist with employee benefits and leave policies.
• Assist in organizing staff’s yearly excursion.

Office Coordination:

• Direct internal and external calls, emails, and postal mail to designated units
• Monitor office supplies and equipment and order replacements (stationery, coffee, tea, etc.)
• Being the point of contact for the service providers (phone, cleaning services, building, handyman, etc.)
• Participate in improving the office environment (plants, work-friendly spaces, etc)
• Ensure the office is clean, and the employees respect the office rules (kitchen, sanitary)
• Schedule and organise documents for staff weekly, monthly, and quarterly meetings
• Being the point of contact for the IT Consultant
• Liaise with staff members regarding hardware (problems encountered, requests for equipment, etc.)
• Monitor IT equipment (list of equipment, storage, depreciation list)
• Prepare workstations for new staff
• Follow up with the phone system (user access and accounts)
• Support staff members with workstation equipment.
• After the necessary training is provided, be responsible for security and prevention in the office (fire prevention)
• Make travel arrangements including flights, accommodation, and ground transportation.

Occasional and Temporary Tasks:

• Perform other administrative tasks: The Assistant may perform other administrative tasks as needed, such as filing paperwork, scheduling appointments, contacting partners or authorities, supporting the Communications Expert, assisting the Director, supporting trainees/volunteers, etc.

Skills, Competencies, Experience & Attributes

Essential:

• Knowledge of MS Office (Excel, PowerPoint, Word)
• Effective communication skills in English, including verbal and written skills
• Understanding of office routine
• Knowledge of French

Skills & Attributes:

• Excellent time management and organizational skills
• Excellent administration skills
• Close attention to detail
• Strong problem-solving and communication skills

Desirable:

• Proven work experience as an administrative assistant or in a similar role is an asset
• Knowledge about/work experience in Non-Governmental Organisations
• Knowledge about/work experience in the EU institutions
• Knowledge of Italian

Required Qualifications

• Bachelor’s degree in administration, accounting, HR related fields (or equivalent)

Compensation & Benefits

• 24 days holiday per year
• High level of flexibility with floating hours and possibility of working from home
• Home working allowance daily
• Working from abroad (max 1 month per civil year) after approval from the manager
• Public transport coverage from home to the office or bike km
• Hospitalisation and health insurance plan A-Z from DKV
• Meal voucher (€8/ working day with €1.09 charged to the employee's expense)
• €250 eco -cheque/year (prorate of the number of months worked)
• Holiday pay (92% of the salary in June if applicable)
• Extra holiday: Christmas Break from 24 December to 31 December and the Friday after Assumption

Conditions of employment

• Only EU citizens or non-EU nationals with a valid Belgian work permit can apply.

Working locations

• Brussels, Belgium

How to apply

• Apply through the following link
• The application deadline is 7th October 2026 at 23:59
• Please be aware that given the number of applications, we will contact only the selected applicants.

Interviews

• Screening interviews with the selected candidates will take place on the 13th and 14th of October 2026. The following round of interviews will take place between the 19th and the 21st of October 2026. Please make sure to apply if available to participate.

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