Location: The Hague, Netherlands
The role
We are looking for a Finance Administrator & Office Manager to join the People & Business Support team. The responsibilities mainly consist of maintaining the financial administration, controlling the overall quality of the administration and ensuring timely payments to suppliers and employees. Furthermore, the Finance Administrator & Office Manager supports the organisation by making sure employees have a safe working environment.
Key Responsibilities
Bookkeeping
- Process incoming invoices/claims and checking against the contracts
- Process regular payments of incoming invoices and other payments, e.g. salaries, project payments etc.
- Process Bank statements
- Quarterly control of suspense accounts
- Process monthly depreciation bookings
- Monthly check on time writing of staff members
- Process and check of credit card transactions
- Process monthly salary costs bookings in the financial administration
- Financial Documentation
- Ensure all documents that are required for legal accounting purposes are available and accessible for audits, e.g.: audited and interim accounts, legal documentation related to the Europeana Foundation – Statutes, Terms of Reference, Annual and Interim Reports, Power of Attorney, in cooperation with the Executive Assistant
- Maintain Contract register in cooperation with the Finance Manager
Secondary responsibilities
Travel arrangements
- Support in guiding travel bookings process via an external website
- Maintain BCD travel portal
- Maintain travel processes and update compensation travel allowances
Office management
- Coordination of hardware
- Contact person G&F for housing issues and other requests
- Arrange office supplies
- Collect and deliver postal mail
- Organise gifts and cards to employees on special celebrations / important events
- Arrange monthly drinks and goodbye drinks
- Dealing with all kinds of requests related to office management
Payroll & Annual holidays
- Support Payroll Administration for all offices
- Adding payslips and updating salary information in Exact Synergy on a monthly basis
- Calculate and update home-work travel allowance
- Adding annual holidays in Exact Synergy on a yearly basis for all countries we have Offices
- Provide periodic metrics and update necessary reports/overviews about staff (compensation and benefits…)
New joiners
- Create and complete new Synergy accounts
- Give Synergy training to new joiners
- Assist HR with application/deregistration for IT equipment, IT access, furniture, staff access and badge – liaise with the staff of the Dutch Royal Library
Knowledge and Experience
- Education on MBO level with a financial background
- At least 3 years of experience with financial administration
- Advanced knowledge of Exact Globe, Google Suite and Microsoft Suite
- Work experience with Exact Synergy
- Excellent Dutch language skills (to native level equivalent), fluency in English
Salary and benefits
Your gross monthly salary will be between EUR 2.900 and 3.500 (based on full-time employment), depending on the level of your experience.
- Additionally, you will receive a (pro-rated) holiday allowance of 8% and an annual (year-end, pro-rated) bonus of 8.33%
- 1 year fixed term contract with possibility of extension depending on funding availability
- We offer 42.25 days of holiday per year (based on full-time employment)
- We offer an inspiring work environment and an international company culture
- We provide a company laptop and offer a WFH allowance to compensate monthly the costs while working from home and not being able to work from the office. (Covid-19 / exceptional circumstances)
How to apply
- The position is open until filled
- You must have a valid working permit to work in the Netherlands
- If you are interested in this position, please send your Curriculum Vitae plus motivation letter, both in English to jobs@europeana.eu
- Recruitment agency calls are not appreciated
The Europeana Foundation is committed to principles of diversity, inclusivity, nondiscriminatory practice and equal opportunity for all applicants.
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