Finance & Administration Officer

Ecsite is the European network of science engagement organisations and counts more than 300 institutional members, including science centres, museums, festivals, universities, planetariums, research organisations, learned societies, companies, and local authorities.

The common thread uniting these institutions is their commitment to public engagement and to communicating science through accessible, interactive exhibitions and programmes.

Ecsite connects its member institutions through activities and special projects, facilitating the exchange of ideas and best practices on current issues.

To this end, Ecsite organises an international three-day conference each year, welcoming more than 900 science communication professionals, and offers a wide range of services to its members.

Ecsite offers a dynamic and international work environment where collaboration, curiosity, and creativity are highly valued. Team members contribute to meaningful projects that shape the future of science engagement across Europe, all within a supportive and forward-thinking organisation.

Role

This is a dynamic and multifaceted role combining finance, administration, office management and event coordination.

As a key member of a small and collaborative team, the Finance and Administration Officer works closely with colleagues responsible for Events, Communications & Membership, and Human Resources.

Reporting directly to the Executive Director, the Finance and Administration Officer is responsible for the day-to-day financial and administrative management of Ecsite. The role includes overseeing budget administration, accounting processes, and office operations, ensuring the smooth and efficient functioning of the organisation.

The position offers a broad range of responsibilities and the opportunity to contribute to the success of a vibrant international network.

The role is a full time position, based in Brussels.

Responsibilities

• Oversee day-to-day financial operations, including bookkeeping, accounts administration, the processing of invoices, payments and expense claims, and liaison with the external accountant, using e-invoicing tools such as
• Manage membership, sponsorship, event registration invoicing, and follow up on outstanding
• Assist the Executive Director with budget preparation, monitoring and financial reporting in collaboration with the different
• Support month-end and year-end closing
• Contribute to the smooth and efficient operation of the Ecsite office in
• Work closely with the Communications & Membership team to maintain and update the membership database and ensure accurate
• Support the Events team in the organisation of Ecsite events, including registration management and on-site

Your profile

• Relevant degree in Finance, Business Administration or a related field, or a minimum of 4 years of equivalent professional
• Good knowledge of Belgian GAAP and Belgian tax regulations (VAT, compliance, ).
• Proficiency in accounting software, preferably Odoo, and strong knowledge of Microsoft Office applications (Excel, Word, Outlook and PowerPoint).
• Strong organisational skills, with the ability to manage multiple priorities and work independently.
• Excellent written and verbal communication skills in English and
• Team-oriented with a service-minded
• Experience working in a European association or membership-based organisation is an
• Interest in science, technology, museums and
• Valid right to live and work in

What we offer

• A permanent contract under Belgian law
• A position based in Brussels with occasional travels within the EU (1-2 times per year)
• A diverse and hands-on role with responsibilities in an international and dynamic work environment
• Salary range €2,800-€3,000 gross/month, depending on experience, with teleworking allowance, meal vouchers, public transport contribution, 13th month
• Flexible working conditions (2 teleworking days per week)
• Nice and ideally located working environment in Brussels, in a shared oNice space

Please send your CV and motivation letter in English, addressed to Florence Boivin and sent to info@ecsite.eu with the subject line « Admin and Finance Officer – your name and your surname – Euractiv » by Friday 31 July midnight.

Interviews will take place in the third week of August, with the selected candidate starting as soon as possible.

Applications will be reviewed on a rolling basis.