Administrative and Finance Officer

Job Category

Job Experience

Job Location

Expiration Date

26 Jan 2018


The Association of Overseas Countries and Territories of the European Union (OCTA) was constituted in March 2003 by the governments of the Overseas Countries and Territories (OCTs) and registered in Belgium as a not-for-profit association (ASBL). Out of 25 OCTs, all the permanently inhabited territories (21) are currently members of OCTA as well as the French Southern Antarctic Lands - TAAF.

OCTA serves as a platform through which the OCTs realize their common goals by working collectively through cooperation, policy dialogue, promotion of common positions and partnerships for the sustainable development of OCTs.

OCTA Secretariat

Since its creation, OCTA has had no permanent staff but has benefited, between 2008 and 2016, from several technical assistance projects of up to 4 long term experts. In 2015, OCTA initiated the setting-up of a permanent secretariat in Brussels by recruiting one full-time coordinator (the Coordinator). In 2018, OCTA will continue its institutional strengthening with the support of an EU Grant to further strengthen the capacities of its secretariat, in particular by recruiting two extra full-time employees.

Operating Grant

Under the 11th European Development Fund for OCTs, a total envelop of EUR 2,2 million along with OCTA own contribution have been identified for the accompanying measures to the OCTA. These support measures will be implemented via 4 annual operating grants, covering the period 2018-2021. In order to adequately implement the grants, OCTA must develop its administrative and financial management capacity.

Job description

The Administrative and Finance Officer will primarily contribute to ensure the compliance of OCTA’s activities with the EU rules and Belgian Law, providing a combination of accounting, secretarial and  logistics services, as well as support to the team of the Secretariat. He/she will report directly to the Coordinator.

Duties and Responsibilities

  • Support the Executive Committee of OCTA (ExCo) Treasurer and Secretary
  • Support the Audit Committee
  • Produce, monitor, evaluate budgets
  • Daily accountancy and financial management
  • Encode payments as approved by the Coordinator
  • Financial reporting to ExCo and the European Commission
  • Produce an investment strategy for the financial reserves
  • Responsibility for publication in Belgian Official Journal  (Administrators, AoA)
  • Liaise with service provider VSDC and external accountant
  • General office management
  • Support the organization of Executive Committee meetings/events (e.g. note taking, list of participants, pictures) and selection of service providers (e.g. caterers, meeting rooms etc)
  • Support the Coordinator as and when necessary

Being part of a small team, the Administrative and Finance Officer will also support the other members of the Secretariat for activities such as organization of conferences.

Desired profile

  • At least a University Degree in accounting, business management, economics, or other related fields;
  • Fluency in English, good knowledge of Dutch (Flemish) or French  an asset;
  • Excellent facilitation and communication skills;
  • Computer literate (ideally experience with Winauditor);
  • Experience of working in a multicultural and or diverse environment desirable;
  • A minimum of 3 years of experience related to management of EU Funds;
  • Experience in management of annual budgets exceeding 0.5 M EUR;
  • Good knowledge of Belgian Administration, financial rules, and tax legislation;
  • Experience in working with public stakeholders and organisations with limited means and capacity;
  • Experience in financial reporting;
  • Good knowledge of EDF (European Development Fund) procedures;
  • Experience in management of EU Grant of at least 0.5 M EUR/year will be an asset.

Location and Duration

The full-time position (38h/week) is based in Brussels, Belgium. Short missions within the European Union and in the OCTs may be necessary.

The position will start ideally by March 2018 or as soon as possible, for an initial period of one year (1), with a possibility for a further extension.

How to apply

If you are interested, please send your CV and cover letter mentioning your availability and salary expectations by e-mail to:

Please mention “Administrative and Finance Officer” in the subject line.

Deadline to apply

09 February 2018


Interviews of selected candidates will take place in Brussels in the week commencing on 26th February 2018

For more information on the position

Please contact Mr Nicolas Ferellec – Coordinator of OCTA Secretariat by email:; or by phone: + 32 2 895 34 32

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