NEF Admin & Payroll Officer

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Network of European Foundations



NEF Admin & Payroll Officer 2

Position description

The NEF Admin and Payroll Officer is an active team member of the NEF operations team. They are responsible for supporting the management of the payroll and HR support functions across projects teams. They support the NEF finance & resources senior manager in fulfilling the financial and administrative tasks (payments, reconciliation of expenditures, liaison with main providers…) of the organisation. They are responsible for the office management.

The NEF admin and payroll officer reports to the NEF senior finance manager.

Support the Payroll and HR Support Functions

  • Management of payroll – provide accurate data through Officient and Payroll provider (Germany) to establish the payroll for all employees. Monitoring of holidays, homeworking policy, sick leaves… liaise with the secretariat social to ensure accurate follow up;
  • Liaison with employers of record – support the contracting of the staff members contracted through employers of record and follow up/holidays, extras…;
  • Lifecycle support – support employees and long-term consultants’ administrative related tasks such as contract preparation throughout the employee’s lifecycle, from on-boarding to offboarding. Respond to employee’s questions on HR related matters;
  • Keep the NEF HR resources updated (employee manual and consultants’ guidelines);
  • Support the safeguarding and well-being processes, and actively participate into fostering practices that advance Diversity, Equity and Inclusion in their work.

Finance & Administration processes

  • Ensure payments and recording of expenditures in respective budget categories;
  • Oversight on Travels – expense claims and credit cards – review expense claims and spendesk statements to ensure adequate accounting;
  • Administration support – liaison with external suppliers as insurance brokers, or service providers;
  • IT support – set up of IT devices (computers, equipment) and liaison with Netika (IT supplier);
  • Update of admin and guidelines.

Office management

  • Office management support – overall administration related to the Philanthropy House office management support. This includes supporting the office management in coordination with the Philea office manager: desks, IT connections, ensuring that meeting rooms are functional.

Essential criteria

  • You speak French and English (minimal level C1 in both languages);
  • Proven experience in an admin/financial support role;
  • PC literacy and experience with MS Office applications;
  • Some Knowledge of Belgian labour legislation and practices is desirable;
  • Excellent organizational and time-management skills;
  • The ability to keep sensitive information confidential;
  • Must be approachable and helpful;
  • Strong critical thinking skills and good ethical judgment;
  • An understanding of and commitment towards building a diverse and inclusive workplace.

Our Offer

  • A 1-year contract based in Belgium with the prospect of becoming an indefinite contract;
  • A monthly gross salary ranging from 2 800€ to 3 200€: annual gross from 39.000€ to 44.500€. This is a Belgian salary range with the 13th salary and holiday pay;
  • Additional benefits include meal vouchers, extra holidays, pension scheme, hospitalisation insurance, flexibility of working from home (up to 2 days per week) and homeworking allowance, etc.;
  • An inclusive work culture that values diversity within a driven team.

Application instructions

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