The Communications Unit is looking to strengthen its team with a Communications Assistant.

Responsibilities

Content generation & (new) media work (20%)

The Administrative Assistant will

• Organize and manage the office’s day-to-day finance administration;
• Ensure effectiveness and compliance with internal finance procedures and maintain the quality of data management;
• Assist the Finance Consultant
• Play a crucial role in ensuring that office operations run smoothly and accurately,
• and that financial records are maintained in compliance with internal procedures.

Responsibilities  

Finance Administration

• Managing financial administration: this involves maintaining accurate document management of financial transactions, including invoices, receipts, and bank statements. The finance assistant may also be responsible for filing and organizing these records;
• Preparing sales invoices;
• Processing payments, including petty cash and bank card management. Ensuring all the proofs of payment are compliant with internal rules, and approved;
• Processing travel reimbursement forms and following up with employees to ensure compliance with internal rules;
• Reconciling bank and credit card transactions, ensuring that all transactions are supported by the required documents;
• Assisting with audits, providing documentation as needed;
• Create and update finance spreadsheets, data entry;
• Copying, scanning, emailing, organizing, and archiving finance documents;
• Training staff on invoices & VAT, and other financial procedures;
• Providing administrative information to DKV (medical insurance provider) and Edenred (lunch voucher provider);
• Liaising with external (finance and HR) providers for all administrative and accountable documents;
• Liaising with staff members regarding invoices, travel reimbursements, finance administrative documents, and information.

Office Coordination

• Directing internal and external calls, emails, and post mail to designated units;
• Monitoring office supplies and equipment and order replacements (stationary, coffee, tea, etc.);
• Being the person of contact for the service providers (phone, cleaning services, building, handyman, etc.);
• Participating in improving office environment (plants, more environmentally friendly);
• Ensuring the office is clean, and the employees respect the office rules (kitchen, sanitary);
• Scheduling and organising documents for staff weekly, monthly, and quarterly meetings;
• Being a responsible person for security and prevention in the office (e.g. fire prevention);
• Being the person of contact for the IT Consultant;
• Liaising with staff members regarding hardware (problems encountered, requests for equipment, etc.,);
• Monitoring IT equipment (list of equipment, storage, depreciation list);
• Preparing workstations for new staff;
• Following up with the softphone system (user access and account);
• Supporting staff members with workstation equipment;
• Changing Netgear Disk.

IFOAM Organics Europe does not offer internships. As we do like to offer young people the opportunity to gain experience at the heart of the European organic movement, we recruit volunteers for up to 11 months. We usually issue a call for volunteers each spring.

Volunteering as part of the European Solidarity Corps (ESC) provides young people with the unique chance to express their personal commitment through a full-time volunteering activity in a foreign country for up to one year. Young volunteers can develop new skills and improve their personal, educational and professional development. More information about ESC is available on the European Solidarity Corps website.

Erasmus+ funds the ESC (previously European Voluntary Service, or EVS).

Erasmus+ supports traineeships (work placements, internships, etc) abroad for students currently enrolled in higher education institutions in Programme countries at Bachelor and Master level as well as for doctoral candidates. These opportunities are also open to recent graduates.

By doing a traineeship abroad in Programme or Partner countries with Erasmus+, you can improve not only your communication, language and inter-cultural skills, but also soft skills highly valued by future employers, as well as become more entrepreneurial.

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