Project Secretary/Accountant

Job Experience

Job Location

Expiration Date

30 Apr 2019
Konrad-Adenauer-Stiftung (KAS), a political foundation of the Federal Republic of Germany contributes actively and effectively to international cooperation and understanding through its programmes and projects. The foundation’s Multinational Development Policy Dialogue programme which is based in Brussels serves as an instrument to participate in and to shape the European Union’s external assistance and development policy. Particularly, the experiences in international cooperation from its offices worldwide provide a valuable contribution to the development strategies and concepts of the European Union. Dialogue activities of different formats (workshops, conferences, dialogue programmes, study tours) taking place in Brussels and involving international, European and local experts/ partners are an essential instrument of the Multinational Development Policy Dialogue. To re-enforce its team, the Konrad-Adenauer-Stiftung (KAS) Multinational Development Policy Dialogue in Brussels seeks to engage a Project Secretary/an Accountant for the starting date: 01.06.2019.
Job Profile:
Full time position Project Secretary (60 %), Accountant (40 %)
Responsible to:
MNED Programme Director and MNED Accountant.
To provide a wide-ranging secretarial and support function with accounting duties to the overall
business of the MNED office.
Key responsibilities include:
  • Maintaining the Programme Director’s (PD) schedules and assisting him
  • in planning appointments, meetings, conferences
  • Organizing his travel arrangements
  • Reception of guests
  • Preparing and attending meetings and keep minutes (when assigned)
  • Dealing professionally with phone calls and redirect them when appropriate 
  • Handling and prioritizing all incoming and outgoing correspondence (e-mail, letters, packages etc.)
  • Dealing with confidential information and ensuring data integrity
  • Responsible (after comprehensive introduction and training by the main accountant) for the accounting of two smaller sub-projects in coordination with the PD
  • Preparing invoices or financial statements and providing assistance in bookkeeping 
  • Familiarity with procurement procedure, monitoring office supplies and negotiating terms with suppliers to ensure the most cost-effective orders
  • Maintaining and filing records according to the KAS internal administrative and documentation standards, both paper and electronic
  • Updating MNED inventory list
  • Back up of the main accountant (in times of her absence)
Specific Accounting duties (responsible):
  • Allocating of budget to the two small sub-projects in coordination with PD
  • Checking, transferring, scanning, classifying and booking invoices in PASTIS (KAS Project Accounting, Control and Information System)
  • Preparing monthly project accounts and reports for the two sub-projects
  • Preparing funding requests for he KAS HQ
  • Adjustment of actual expenditures
  • Cash Management
Assisting the Main Accountant:
  • Transfer invoices
  • Bookkeeping and Filing in Pastis
  • Cash management
Successful candidate should fulfil the following profile:
  • Proven experience (min. 5 years) as executive secretary and accountant or similar administrative role
  • Proficient in MS Office
  • In depth knowledge of office management and basic accounting procedures
  • Familiarity with basic research methods and reporting techniques
  • Excellent organizational and time-management skills
  • Outstanding communication and negotiation abilities
  • Tact, discretion and diplomacy
  • Attention to detail
  • Integrity and confidentiality
  • Degree in business administration or relative field
  • Excellent written and oral language skills in German and English. French is an asset
  • Reliability and accuracy in carrying out the tasks entrusted to her/him
What we offer:
We offer a competitive remuneration under Belgium Labor Law and a pleasant working environment in a highly motivated team. We make learning and development an integral part of your work through challenging assignments, coaching, mentoring, and providing in-house and external learning opportunities.
If you are interested in the objectives and work of the Multinational Development Policy Dialogue and if your skills match our applicant’s profile, we are looking forward to receive your written application at the latest by 30.04.2019. Please, send your CV and motivational letter via email to:
Attn. Mr. Denis Schrey
Programme Director
Multinational Development Policy Dialogue Brussels
Konrad-Adenauer-Stiftung

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