Admin and Finances Officer
1- Background:
VOICIFY - European Forum For Youth with Lived Migration Experiences is an AISBL based in Belgium. VOICIFY is the first umbrella organisation in Europe that represents organisations led by young people with lived migration experiences. Founded in 2022, VOICIFY currently counts 40 member organisations, registered in 17 EU member states, all led by young people with lived migration experiences.
The Association's vision is to be the voice of young people with migration experiences living in the EU, and coming from non-EU countries. It strives to create truly democratic European societies in which young people with migration experiences are included, seen as an integral part of Europe, empowered and encouraged to achieve their full potential.
2- Description of the position:
The Admin Finance Assistant will provide crucial administrative and financial support to ensure the efficient functioning of VOICIFY and will work closely with the Secretary General playing a key role in maintaining the financial health and administrative organisation of VOICIFY. Accordingly, under the guidance and support of the Secretary-General, Admin Finance Assistant will be responsible for the following,
Administrative Support:
- Organise and maintain administrative documentation, correspondence, databases, and filing systems
- Manage office supplies and coordinate with service providers
- Support HR administration, including staff and volunteer records, contracts, leave tracking, and timesheets
- Collaborate with the team to ensure compliance with legal and regulatory requirements
Financial Management:
- Prepare financial reports, budgets, and forecasts under the supervision of the Secretary General
- Manage financial transactions, including invoicing, payments, and banking activities
- Maintain accurate and timely financial records in line with internal procedures
- Assist in monitoring cash flow and budget execution
- Prepare financial statements and reports for the Board, General Assembly, and donors
- Ensure compliance with internal financial procedures and donor requirements
- Maintain audit-ready financial documentation and support internal and external audits
- Track grant agreements, eligible expenditures, and reporting deadlines
- Assist in preparing financial inputs for donor reports and funding proposals
3- Criteria and requirements:
Education & Experience:
- A background in finance, accounting, administration, or a related field.
- At least 2 years of relevant experience in administrative and financial roles, ideally within a civil society organisation or NGO.
- Experience in bookkeeping, financial reporting, and budget management.
- Familiarity with EU funding mechanisms and financial regulations is an asset.
Skills & Competencies:
- Strong organisational and time-management skills with the ability to manage multiple tasks simultaneously.
- Attention to detail and a high level of accuracy in financial and administrative tasks.
- Ability to work independently as well as part of a team.
- Sensitivity to working in a multicultural environment and commitment to VOICIFY's values.
Values:
- Integrity, transparency, and respect for the organisational statutes.
- A strong commitment to the mission and values of VOICIFY.
Additional Desirable Qualities:
- Proficiency in English (French or another EU language is an asset).
- Lived migration experience in the EU is a plus and is strongly encouraged, as VOICIFY values diverse perspectives and experiences.
Contract:
- Consultancy contract with the possibility of extension based on performance and funding availability.
- The initial contract/term is of 1 year with an initial probationary period of 4 months. The contract may be renewed upon agreement.
- 1-2 days/ week estimated workload
Workplace:
Hybrid: Brussels and/or remotely.
Application:
- CV (max 2 pages)
- Cover letter
- References (if any)
Please apply through the following link by February 10th, 2026, at 23:59 (applications will be reviewed on a rolling basis):
https://forms.gle/kMZ7UtwfxCVUMb7w8
Selection:
Candidates may be invited for an interview with the Secretariat.
Questions can be addressed by email to secretarygeneral@voicify-eu.org
VOICIFY - European Forum For Youth with Lived Migration Experiences is an AISBL based in Belgium. VOICIFY is the first umbrella organisation in Europe that represents organisations led by young people with lived migration experiences. Founded in 2022, VOICIFY currently counts 40 member organisations, registered in 17 EU member states, all led by young people with lived migration experiences.
The Association's vision is to be the voice of young people with migration experiences living in the EU, and coming from non-EU countries. It strives to create truly democratic European societies in which young people with migration experiences are included, seen as an integral part of Europe, empowered and encouraged to achieve their full potential.
2- Description of the position:
The Admin Finance Assistant will provide crucial administrative and financial support to ensure the efficient functioning of VOICIFY and will work closely with the Secretary General playing a key role in maintaining the financial health and administrative organisation of VOICIFY. Accordingly, under the guidance and support of the Secretary-General, Admin Finance Assistant will be responsible for the following,
Administrative Support:
- Organise and maintain administrative documentation, correspondence, databases, and filing systems
- Manage office supplies and coordinate with service providers
- Support HR administration, including staff and volunteer records, contracts, leave tracking, and timesheets
- Collaborate with the team to ensure compliance with legal and regulatory requirements
Financial Management:
- Prepare financial reports, budgets, and forecasts under the supervision of the Secretary General
- Manage financial transactions, including invoicing, payments, and banking activities
- Maintain accurate and timely financial records in line with internal procedures
- Assist in monitoring cash flow and budget execution
- Prepare financial statements and reports for the Board, General Assembly, and donors
- Ensure compliance with internal financial procedures and donor requirements
- Maintain audit-ready financial documentation and support internal and external audits
- Track grant agreements, eligible expenditures, and reporting deadlines
- Assist in preparing financial inputs for donor reports and funding proposals
3- Criteria and requirements:
Education & Experience:
- A background in finance, accounting, administration, or a related field.
- At least 2 years of relevant experience in administrative and financial roles, ideally within a civil society organisation or NGO.
- Experience in bookkeeping, financial reporting, and budget management.
- Familiarity with EU funding mechanisms and financial regulations is an asset.
Skills & Competencies:
- Strong organisational and time-management skills with the ability to manage multiple tasks simultaneously.
- Attention to detail and a high level of accuracy in financial and administrative tasks.
- Ability to work independently as well as part of a team.
- Sensitivity to working in a multicultural environment and commitment to VOICIFY's values.
Values:
- Integrity, transparency, and respect for the organisational statutes.
- A strong commitment to the mission and values of VOICIFY.
Additional Desirable Qualities:
- Proficiency in English (French or another EU language is an asset).
- Lived migration experience in the EU is a plus and is strongly encouraged, as VOICIFY values diverse perspectives and experiences.
Contract:
- Consultancy contract with the possibility of extension based on performance and funding availability.
- The initial contract/term is of 1 year with an initial probationary period of 4 months. The contract may be renewed upon agreement.
- 1-2 days/ week estimated workload
Workplace:
Hybrid: Brussels and/or remotely.
Application:
- CV (max 2 pages)
- Cover letter
- References (if any)
Please apply through the following link by February 10th, 2026, at 23:59 (applications will be reviewed on a rolling basis):
https://forms.gle/kMZ7UtwfxCVUMb7w8
Selection:
Candidates may be invited for an interview with the Secretariat.
Questions can be addressed by email to secretarygeneral@voicify-eu.org
