This role supports the association’s overall vision by assisting the Head of Administration in overseeing daily office operations, ensuring efficiency and compliance with ASTP policies.
The role has two dimensions. The first involves assisting with the association’s daily finances, including the accurate and timely maintenance and control of member administration, as well as actively supporting and coordinating financial reporting (budgets, forecasts, actuals and cash flows).
The second dimension involves assisting with and coordinating office administration to ensure smooth operations, including facilities, resources and daily administration.
At all times, the role supports the association’s vision and mission through efficient administration. The direct line manager will be the Head of Administration.
Financial administration:
- Is responsible of assisting the daily operation of the financial administration of the association
- Is responsible for the correct maintenance and control of the member administration
- Assist delivering financial interim reports and overviews
Office administration:
- Is responsible for general office administration: supplies, contractors, HQ events organisation
- Is responsible for coordinating the employee time registration, holidays, HQ infrastructure
- Is responsible for the general office assistance: travel assistance, outlook calendar assistance, data entry & analyses, CRM Subscriber administration
- Main tasks include, among others:
Financial administration
- Assistance in the overall coordination of the debtors and creditors (booking, payments and chasing)
- Processing incoming (credit-card/online) payments
- Assisting in financial management of EU projects
- Preparing statistics and reports from the CRM Subscriber system
Control and maintenance of membership administration
- Coordination of the membership administration
- Daily communication with members regarding their membership fee and registration
- Providing overviews on membership and participation of events
Office administration
- Greeting visitors; scheduling appointments and maintaining calendars
- Ordering and maintaining office supplies
- Organising HQ office events
- Managing travel arrangements
- Assist creating and maintaining electronic & physical filing systems and managing accounts
- Performing data entry and analysis
Interested? Please send your CV and motivation letter to denitsa.angelova@astp4kt.eu
What do we offer?
- A pleasant working environment in an enthusiastic team of colleagues
- An international community of colleagues and direct engagement with members from across the globe
- A position with a range of diverse activities
- Flexible working hours (to be agreed upon consultation). The position can be 0.6, 0.8 or 1.0 FTE.
- Good salary and participation in pension fund
Job Requirements
- Experience in a similar job is a plus
- Minimum MBO-level
- Previous experience with CRM platforms is a plus
- Good knowledge of ICT programs and financial systems is required
- Experience with KING administration system is an advantage
- Good communication skills English both written and verbally
- Computer skills: Proficient user of Microsoft Office (Word, Excel, PowerPoint and Publisher).
Competencies
- Open minded, enthusiastic and positive personality
- Customer focused and presentable
- Strong organisational and administrative skills
- Attention to details
- Ability to work under pressure
- Good time management skills: ability to plan, multi-task effectively and prioritise work to meet deadlines
- Able to work independently but also a strong team player
