Finance Assistant - EJTN

A vacancy has arisen for Finance Assistant at the headquarters of the European Judicial Training Network (EJTN) in Brussels.

About EJTN

The European Judicial Training Network is an international not-for-profit association gathering the training institutions for the judiciary of all European Union Member States. Its aim is to promote training and exchange programmes with a genuine European dimension for the members of the European judiciary.

EJTN affirms itself as a major platform where its Members cooperate on the analysis and identification of the training needs of the judiciaries of the Member States, the exchange and dissemination of experience in the field of judicial training and the design of programmes and methods for collaborative training.

Additionally, EJTN serves as an arena for the coordination of Members’ programmes and activities in matters relating to European law and those which concern initiatives of the EU and the dissemination of knowledge about the legal systems of EU Member States.

EJTN works closely with the European Commission and with nearly 40 EU national judicial bodies, which are Members and Observers of EJTN.

Your role

As Finance Assistant, you interact with a lot of people externally and internally in order to centralize all reimbursement requests and expense supporting documents from participants to our trainings and exchange programs. You ensure that all amounts and supporting documents are complete and accurate for on-time payment and booking. Together with the travel agency, you are also in charge of managing all travel bookings for our expert speakers.

For this role we are seeking someone who likes to work with figures, who is accurate and who possess excellent communication and organisation skills.

Your responsibilities

Expert-speakers travel management

• Coordinate with the travel agency all travel arrangement of speakers all over Europe
• Responsible for input of travel costs into excel spreadsheets
• Follow-up with travel agency changes to booking
• Liaise with relevant Project Manager and vice versa in case of change of travel arrangement

Participants reimbursement files

• Reception of costs claims certificates and travel documents by post/mail/platform from participants and Project Manager in charge of the activity
• Cross-check and complete files & Excel reimbursement tables received by Project Manager
• Contact participants for uncomplete files and for payment problems
• Transfer files to a colleague for payment
• Return problematic files to person in charge of the activity until completion
• Reconciliation of files and booking report
• Contact point for internal and external requests, complains, claims, taskforces
• Interact on a regular basis with the Project Managers to ensure transparent and real-time information exchange on reimbursement

Back-up tasks for colleagues

• Reception and verification of reimbursement files from Finance colleague and proceed with booking of costs & debts in accounting software
• Booking of suppliers ‘invoices in accounting software
• Booking/input of payments( pre & final) in KBC
• Reconciliation of payments
• Pre-corrections

Your profile

• A minimum of a high school diploma or certificate in Accounting Assistant studies or equivalent by experience
• You learn quickly internal processes and procedures
• You work efficiently
• You like to work with figures and are accurate and rigorous
• You possess strong analytical skills to identify errors and areas of improvement
• You integrate easily in a team and communicate professionally
• You have a strong knowledge of excel and main MS Office applications
• Fluent in English

We offer

• A job with purpose in an international work environment with nice colleagues
• A mix of office-based and home-working
• An attractive base salary and remuneration package commensurate with experience, in accordance with EJTN employment scheme
• Continuous training and professional development

Vacancy specification

The position is intended to be a full-time one, initial fixed-term contract under Belgian law, with the possibility of prolongation or becoming permanent. The interviews will be conducted in the course of April, and the expected start date is May 2023.

Application

Please send your application and motivation letter by 15th April the latest to virginie.menko@ejtn.eu.