Senior Finance and Operations Officer

European Heat Pump Association

About the Organisation

EHPA Operations team is at the centre of the organisation, supporting finance, administration, governance, HR, office management and IT infrastructure. The Senior Finance & Operations Officer will contribute across these areas, with a particular focus on finances, and will work closely with the Operations Director and the wider team to keep daily operations efficient, reliable and well organised. The role requires versatility, sound judgement and a good understanding of back-office functions in a Belgian non-profit association.

About the role

The European Heat Pump Association (EHPA), based in Brussels, is hiring a Senior Finance & Operations Officer. We are looking for a highly motivated and versatile colleague to join our small, effective operations team and help support a dynamic trade association working at the heart of the energy transition. This role has a strong focus on finance, combined with broader operations responsibilities. Based in Brussels, you will be part of an international organisation that values collaboration, initiative and continuous learning, where everyone contributes to keeping the organisation running smoothly.

We are looking for someone who enjoys bringing structure, clarity and reliability to a busy organisation. You are practical, organised and discreet, with a hands-on attitude and a genuine interest in making things work better. Strong financial administration experience is essential for this role, alongside a good understanding of other operations areas. We will support you as you grow into the full role.

Responsibilities

Main Tasks:

• Day-to-day finance administration: Invoice preparation, payment preparation and tracking, reimbursements, credit card reconciliation, bank administration, membership invoicing support and accurate filing of supporting documents
• Financial monitoring and reporting support: Budget follow-up, cash-flow tracking, preparation of financial overviews, audit documentation and coordination with the external accountant and auditor
• Office and IT coordination: Procurement, supplier liaison, equipment and tool management, office space oversight and support for in-office meetings with members and external stakeholders
• Systems and data management: Maintaining accurate records, updating internal platforms, supporting database quality, helping improve the use of Microsoft 365 and other operational tools, and supporting access set-up during staff onboarding and offboarding
• Governance and membership administration: Member and prospect correspondence, database updates, membership applications, onboarding of new members, General Assembly support such as registration follow-up, hybrid meeting platform support and quorum checks, and Belgian legal compliance tasks
• General operations support: The preparation of procedures and guidelines, intranet updates and the improvement of internal workflows to increase efficiency.

Skills, Competencies, Experience & Attributes

Experience & Knowledge:

• Solid experience in financial administration is essential, including invoices, payments, reimbursements, reconciliations, supporting documentation and basic budget follow-up
• Minimum 3-5 years of experience in finance, operations, administration, and support roles
• Experience working with office tools, suppliers, internal systems or databases
• Experience in a membership organisation, trade association or non-profit environment is a strong asset
• Knowledge of the Belgian legal framework for international non-profit associations is an advantage.

Skills & Attributes:

• Highly organised, accurate and attentive to detail
• Manage several priorities at once and stay calm and structured in a varied role
• Take ownership of your tasks, follow through reliably and flag risks or delays on time
• Communicate clearly and handle confidential or sensitive information with discretion and good judgement
• Comfortable working with figures, checking details carefully and using Excel or similar tools to organise, reconcile and review financial information
• Confident using digital tools, especially Microsoft 365, and have practical experience with customer relationship management systems, accounting or invoicing tools, online meeting platforms or content management systems
• Proficient in English and either French or Dutch
• Service-minded, hands-on and solution-oriented
• Enjoy improving processes and helping a team work more smoothly
• Curious about renewable energy and the role of heat pumps in the energy transition.

Compensation & Benefits

• Competitive salary aligned to EHPA’s internal remuneration matrix, Holiday pay and end-of-year allowance.
• Hospitalisation and medical insurance (DKV)
• Home office allowance: € 150
• Lunch vouchers (€8 per day, with an employee contribution of €1.09)
• Eco-vouchers: €250 per year
• Public transport allowance: €56 per month
• IT material (laptop, phone subscription)
• 5 extra leave days (on top of the 20 legal leave days)
• Bike lease option
• Training allowance: up to €1500 per year.

Conditions of employment

• You need to be an EU Citizenship / have a valid permit to work in Belgium

Working locations

• Hybrid model, working in the Brussels office and remotely
• Occasional opportunities to work from abroad, as agreed with your line manager.

How to apply

• Interested? Please send your CV and motivation letter to [email protected] by 19th July 2026.

Interviews

• We accept applications on a rolling basis and plan the first round of interviews between 13th and 22nd July 2026.

Policies

By applying, you consent to sharing your personal information. EHPA commits to erasing it after the recruitment procedure unless needed for hiring purposes.

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