Finance & Admin Officer

Finance & Admin Officer

IGLYO – International LGBTQI Youth and Student Organisation

Brussels, Belgium

About IGLYO

IGLYO — The International LGBTQI Youth & Student Organisation is the world’s largest network dedicated to LGBTQI young people and their rights. We represent the voice of over 135 Member Organisations in more than 40 countries across the European region.

We advance the rights of LGBTQI young people, advocate for their equality and inclusion, empower their voices, and connect them across borders through international events, capacity-building training, thematic research, advocacy, awareness-raising campaigns, network building, regranting, and intersectional community dialogues.

IGLYO’s vision is a world where we, young people in all our diversity, are able to express and define our own sexual orientations, gender identities, gender expressions and variations in sex characteristics, and are able to participate fully in all aspects of life, rise to our full potential, and enjoy respect and positive recognition. More information about IGLYO’s work can be found at www.iglyo.org.

Working at IGLYO

The secretariat of IGLYO is based in Brussels, Belgium, and comprises an 11-person team, working in a variety of different areas. We try to foster a collaborative and supportive work environment which is flexible and allows everyone to achieve their best work. Joining IGLYO means being a key part of a huge network, and with this comes the responsibility to keep abreast of issues of importance to LGBTQI youth, and be adaptive and open to new perspectives.

Job information

CONTRACT DETAILS:

Reporting to: Finance & Operations Manager
Contract type: Permanent

SALARY:

Monthly gross salary: 2.653,02€ (around 2.300€ net with benefits stated below)
Prime de fin d’année: This is a 13^th month salary, paid in December, taxed slightly differently
Double pécule de vacances: This is an extra month holiday pay, paid (after 1 year of work in Belgium) in May to the value of 92% of a usual work month

FINANCIAL BENEFITS:

Lunch vouchers: 10,00€/day worked – averaging at 116,00€/month
Teleworking working allowance: 148,73€/month
Internet allowance: 20€/month
Travel to work: This depends on where you live & what form of travel you take to the office
Personal development budget: 500€/year
Relocation costs: 250€ for an international relocation

OTHER BENEFITS:

Annual leave: 26 days + bank holidays
Additional leave: 5 days between 24-31^st December
Working from home: Up to 3 days/week
Remote working: Up to 12 weeks/year

Roles & Responsibilities

Administration:

• To support the Finance & Operations Manager to coordinate the efficient day-to-day running of the office systems, supplies, technology & equipment, including ordering supplies, dealing with incoming/outgoing correspondence, & maintaining office files;
• Ensure the office is well-maintained, stocked up and organised;
• Liaise with service providers, technicians & building administrators to ensure a good maintenance level of the premises;
• Process incoming & outgoing correspondence & respond to enquiries, referring these to other staff, elsewhere within IGLYO or externally as appropriate;
• Provide an efficient & effective administrative service by implementing & monitoring systems & procedures;
• Develop & implement systems to ensure that IGLYO’s online filing system is well organised & maintained;
• Act as the point of contact for internal & external clients & provide general support to visitors;
• Ensure IGLYO’s administrative compliance with Belgian entities and authorities (ie. Moniteur Belge, banks, UBO);
• To undertake other reasonable duties which may be required from time to time.

Financial:

• To assist the Finance & Operations Manager to process invoices & reimbursements in an accurate & timely manner;
• To scan & organise all financial documents;
• To support the collection & recording of annual membership fees;
• To liaise with host organisations & external providers to ensure that all financial documents pertaining to event logistics are received and filed appropriately.

Events & meeting logistics:

• To coordinate the logistics of meetings & events, including researching & booking travel/accommodation/venues;
• To prepare information packs for meetings, conferences & other events;
• To answer participant enquiries before & after events;
• To prepare documents for meetings & events (attendance registers, daily subsistence forms, daily subsistence payments, model release forms, etc.);
• To collect & organise all relevant meeting & event evidence (boarding passes, receipts, invoices);
• To attend various events/meetings to provide administrative & logistical support;
• To take minutes, type up notes from meetings & events when required.

Personal specifications

Experience:

ESSENTIAL:

• Experience of office administration;
• Experience of coordinating event logistics (booking travel, accommodation, catering & venue hire).

DESIRABLE:

• Experience of working for an NGO (paid or voluntary);
• Experience of coordinating international event logistics.

Personal Qualities, Skills & Knowledge:

ESSENTIAL:

• Good spoken & written English and French/Dutch – at least B2 level;
• Excellent organisational & numerical skills;
• Accounting skills;
• Knowledge of office management systems & procedures;
• Accuracy & attention to detail;
• Ability to multi-task & manage several activities & deadlines simultaneously;
• Ability to be proactive and work autonomously;
• Approachable manner & ability to answer a wide range of enquiries in  prompt & courteous manner.

DESIRABLE:

• Have LGBTQIA+, gender & diversity knowledge & experience.

Technical:

ESSENTIAL:

• Excellent IT skills with extensive experience of using Microsoft Office & Google Drive.

DESIRABLE:

• Using accounting softwares such as winbooks;
• Experience of Glue Up or other membership database software.

General:

ESSENTIAL:

• Eligible to work in Belgium;
• Ability to relocate to Brussels & travel on an occasional basis;
• Ability to work flexibly, including often working irregular hours.

Who can apply?

Unfortunately, due to the requirements of Belgium we cannot sponsor work visas. However we are able to be flexible with applicants who are migrants and may have other requirements, and we will do what is within our power to support them.

IGLYO particularly welcomes applications from women, trans, non-binary and intersex people, individuals from Black communities, other communities of colour and ethnic minorities, migrants and refugees, people with disabilities, people living with HIV, and people under 30 years old.

How to apply?

Please follow these simple steps to apply:

1. Please read through the job description and personal specifications above;
2. If you feel ready for this role, download and fill out our Experiences & Qualifications form, which will act as your CV, using the Apply Now button below. You will need to upload this form as a PDF in our Online Application Form (see below). Please make sure you DO NOT include your personal details (name, surname, phone number) in the PDF to ensure we can anonymise your application;
3. Prepare your answers to the questions we’re asking in the “Application questions” section of the application form. We will not accept applications using generative AI;
4. Think of two referees who could support your application. These can include current or past managers, colleagues, volunteers, etc. who were involved with you professionally. We will only contact them, with your permission, as a last stage if you are selected for the position;
5. Once you have everything, fill out and submit the application form, using the Apply Now button below, by 02 February 2026 at 23:59 CET. Below you can find the questions we ask in the application form if you want to prepare before uploading your answers.

Please note that we will only accept complete applications submitted through the online application form. We will not accept applications sent via email or using generative AI.

For questions, contact our Finance & Operations Manager (They/Them) at [email protected].

Application questions

Below you’ll find the information you’ll have to submit in your application. Please do not send a word document with this information but fill in this online application form.

When filling your application, we encourage you to use the STAR method.

1. Personal details:

• Your name;
• Your pronouns;
• Your birth date;
• Your Email address;
• Your Phone number;
• Eligibility to work in Belgium.

2. Application questions:

• Qualifications & Employment History: Please list your most relevant qualifications, followed by your work and/or voluntary and/or activism and/or life experiences. Please do not list your full employment history, only the most recent/relevant;
• Language skills: This job requires a working proficiency level of French or Dutch, please rate your level for each language;
• Office Administration: In 250 words/1500 characters (maximum), provide an example which demonstrates your experience in administration within an office environment;
• Organisational skills: In 250 words/1500 characters (maximum), provide an example which highlights your ability to manage different tasks & requests simultaneously. Describe what steps you took to stay organised;
• Attention to details: In 250 words/1500 characters, please tell us about your experience when it comes to processing detailed information;
• Events logistics: In 250 words/1500 characters (maximum), provide an example of your experience of organising & supporting the organisation of an event, describing the specific tasks you led;
• Accountability: In 250 words/1500 characters (maximum), tell us about a time when you made a mistake and took accountability for it;
• Working for IGLYO: In 250 words/1500 characters (maximum), please tell us about why you would like to work for IGLYO specifically;
• References: Please give us the name, reporting relationship and email for 2 referees.