Administrative and Financial Support Officer (DeSIRA LIFT+ Facility)

Administrative and Financial Support Officer (DeSIRA LIFT+ Facility)

iCRA

Brussels, Belgium

Purpose of the role

The Administrative and Financial Support Officer will support the smooth administrative, financial, and logistical implementation of the DeSIRA LIFT+ Facility. Working closely with the Project Management Unit (PMU), the Agrinatura EEIG Director and Senior Portfolio Officer, the iCRA Financial Controller, and consortium partners, the officer will contribute to budgeting, contracting, procurement, reporting, and coordination of project activities in compliance with European Commission rules and procedures.

Key responsibilities

Specific:

• Ensure smooth administrative, financial and logistical management of DeSIRA LIFT+ operations under the supervision of the Project Manager;
• Support budgeting, expenditure monitoring and financial reporting in compliance with EU regulations;
• Prepare financial reports, procurement files and other contractual documentation required by DG INTPA;
• Support contracting processes, including preparation of ToRs for Non-Key Experts;
• Ensure logistical arrangements for meetings, missions and other project events in close coordination with the Project Management Unit (PMU) and Long-Term Non-Key Experts (LT NKE), where relevant;
• Support to the Project Manager in overall PMU functions, including preparation of minutes, management of document repositories, and reporting;
• Ensure administrative follow-up of Non-Key Expert mobilisations and deliverables;
• Report directly to the Project Manager and in liaison with the Agrinatura EEIG Director, Senior Project Portfolio Officer and iCRA Financial Controller;
• Support compliance with ethical and data protection (GDPR) requirements related to project activities.

Generic:

• Ensure smooth day-to-day administrative, financial, and logistical operations of the project;
• Support the effective coordination between project stakeholders, partners, and service providers.

Managing Self:

• Excellent organisational, planning and time management skills;
• Attention to detail and accuracy;
• Good communication and negotiation skills;
• Have an ability to work well with others in a team;
• Demonstrate good IT skills.

Additional Requirements:

• Adhere to and promote the EU policies on Equality, Diversity and Inclusion and Information Security;
• Support and promote the EU Sustainability policies;
• Ensure compliance with European Commission rules and procedures, particularly regarding Service contracts and financial reporting;
• Adhere to current legal requirements and best practices related to administration and financial project management;
• Undertake any other duties as requested by the Project Manager or senior management.

Key performance indicators:

• Timely and accurate financial and administrative reports and audit-ready financial records;
• Properly prepared and managed contracts and procurement files;
• Well-organised meetings and events with complete administrative follow-up;
• Accurate monitoring of budgets, expenditures, and expert timesheets.

Person Specification – Experience

Essential:

• Minimum 5 years’ experience in a similar administrative and financial position, with demonstrated practice of EC regulations (financial, reporting, contracting).

It would be an asset:

• Experience with service facilities or framework contracts.

Skills

Essential:

• Administration of contracts, financial, and other project documents;
• Excellent writing and reporting skills;
• Good in Microsoft Office suite (MS Word, MS Excel, MS PPT, etc.);
• Fluency in spoken and written English;
• Good interpersonal and communication skills.

It would be an asset:

• Fluency in French;
• Experience with additional project management or financial management tools;
• Financial reporting in line with EC regulations;
• Drafting of Terms of Reference (ToR);
• Experience in organizing and facilitating interactions, events, workshops.

Qualifications

Essential:

• Relevant minimum bachelor’s degree in administration, finance, project management, or a related field.

It would be an asset:

• Training or certification in EU project management or financial management, capacity to support facilitation of exchanges, events.