Executive and Finance Officer

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The European Marine Board (EMB) Secretariat is looking for an Executive and Finance Officer to manage its administration, governance and financial operations, and to support the Secretariat with event organisation and communication.

The selected candidate will be employed by the Flemish Marine Institute (VLIZ) and seconded to the Secretariat of the European Marine Board IVZW. The EMB Secretariat is located at the InnovOcean campus in Ostend.

Through this position, you will be part of a dynamic and professional Secretariat where you will help promote marine research in Europe.

Governance operations

· Organise EMB Board and Executive committee meetings and subsequent reporting.

· Manage EMB membership matters; liaise with members; respond efficiently to their requests and queries;

· Implement the EMB membership strategy and the EMB Internal Guidelines;

· Follow up of legal obligations regarding taxes, official notifications and publications.

Financial Responsibilities

· Maintain the EMB bookkeeping, financial records, etc. in collaboration with the external bookkeeper;

· Financial management of external contracts (e.g. Horizon Europe projects);

· Financial reports for the EMB Executive Committee and Board;

· Organise, set up and track collection of membership contributions;

· Manage the payroll and staff salaries in collaboration with the social secretariat.

Administrative Responsibilities

· Act as first point of contact for EMB, manage and support the efficient running of the EMB Secretariat;

· Liaise with InnovOcean partners regarding the maintenance and development of EMB facilities;

· Support and track the dissemination of EMB documents to EMB stakeholders;

· Act in the capacity of Management Assistant to the Executive Director.

Communication responsibilities

· Draft and coordinate the production of the EMB Annual Report;

· Draft and coordinate the weekly EMB newsletter;

· Support the maintenance of the EMB website;

· Support the finalization, design and printing of EMB publications.

Occasional support

· Organise meetings and events (e.g. Science Webinars, Brown Bag Lunches,..);

· Work on new communication activities;

· Other ad hoc duties as mutually agreed.

Qualifications

Experience and competences

· Masters degree with at least 2 years’ relevant experience in HR, Finance or Office administration;

· Dutch speaker with strong knowledge of English;

• Good knowledge of MS Office software;
• Knowledge of accounting and financial reporting;
• Basic knowledge of Belgian labour legislation and operational management of NPOs;
• Basic knowledge of administration for EU funded projects is not a must, but a plus.

Inter-personal competences

• Able to work independently;
• Punctual with good organisational skills;
• Good communicative skills;
• Handle sensitive information discretely;
• Transparency in working and a team-orientated work ethic;
• A positive and constructive attitude.