Position title: Finance and Office Assistant 

Job category: Full-time   

Location: Brussels, Belgium   

Start date: As soon as possible (preferably from September 2025)   

Duration: a first 1-year contract, with possibility of a permanent contract  

Application deadline: 21 July 2025 (Applications will be reviewed on a rolling basis, we encourage applicants to apply as soon as possible)  

About Bellona 

The Bellona Foundation is an international, independent, non-profit organisation dedicated to solving climate and environmental issues. Founded in 1986 as a direct-action protest group, Bellona is today recognised for its technological expertise and solution-oriented approach. Approximately 70 engineers, political scientists, biologists, economists, lawyers, and journalists work at our offices in Oslo, Brussels, Berlin, and Vilnius, with representatives in several EU countries and the USA. 

About the job  

Bellona Europa aisbl, the Brussels office of the Bellona Foundation, is currently seeking a highly motivated and qualified individual to join our team as a Finance and Office Assistant. 

The person will be responsible for a series of essential tasks in the context of the daily functioning of the Brussels office. 

In this context, the person will have a key and central role, providing help and support to the Finance and the Human Resource & Administration department.  

The diversity of tasks to be performed and responsibilities to be assumed in a pleasant working environment and within an international team of around 35 people contributes to the appeal of this position. 

Responsibilities:

The list is not exhaustive.

Finances: 

• Monitoring staff timesheet allocation to the relevant donors in Odoo 

• Oversee the expense notes of the staff members and preparation of their payment  

• Assist the CFO in preparing the Master Budget (for the whole Bellona) and making informed decisions 

• Assist project managers in preparing budget and financial reports 

• Produce accurate P&L and balance sheet reports, make comparisons and report any variances to the CFO 

• Coordinate with the external accountant during the annual audit and closure of the annual accounts 

• Ensure deadlines are met while maintaining a high level of attention to detail. 

Office Management: 

• Oversee general office operations and maintain offices efficiency 

• Manage office supplies inventory and place orders as needed 

• Handle incoming and outgoing correspondence (emails, mail, packages, calls) and welcome providers 

• Manage office budget and expenses, including petty cash and vendor invoices 

• Maintain office policies and procedures and ensure compliance with Bellona guidelines  in cooperation with the HR and Administration Senior Manager 

• Assist the HR & Administration Senior Manager in the preparation of the onboarding of new employees and maintaining employee records  

• Organize and maintain filing systems, both digital and physical (Sharepoint …) 

The ideal candidate will have: 

• A degree in a relevant field with a focus on office management, administration, including finance management (bookkeeping) 

• 2-3 years of professional experience as bookkeeper or office assistant is the minimum required, as well as a good, solid knowledge of the basic rules of accounting in Belgium, preferably in the context of an international non-profit organisation 

• Very good organisational skills and the ability to liaise with various suppliers are essential 

• Excellent communication skills in English, both written and verbal, and in French and/or Dutch). It is important that the candidate is familiar with the Belgian administrative environment/office providers etc. 

• Proven ability to work independently, prioritise tasks, and meet deadlines while maintaining a high level of attention to detail and deadlines 

• A collaborative mindset and the ability to work effectively  

• Eligibility to work and reside in Belgium/in the EU (Bellona is unable to sponsor work visa).   

• These criteria, but the last one, are meant to be indicative not prescriptive. We encourage applications from candidates who have similar qualifications and experience, even if they do not fulfil all the above criteria.   

What we offer  

We offer an initial one-year contract full time (38 hours a week) with a competitive NGO salary package with various employee benefits (monthly telework allowance, meals vouchers, eco cheques, flexitime, phone and internet bill reimbursement, and public transportation/cycling compensation, group and hospitalisation (DKV) insurance, 30 days of holidays) and continuous internal learning in the role. Bellona promotes a multicultural, flexible, inclusive, and collaborative work environment. Professional continuous development via ad hoc trainings and workshops. 

How to apply  

Please send us your application as one single PDF document only including your cover letter (2 pages max) and CV, along with the names of three references for the attention of Ms. Françoise Côme, Senior Manager HR and Administration at hr@bellona.org. 
 
We kindly request that you include “Finance and Office assistant” in the subject line.  
 
The application deadline is 21 July 2025, with interviews intended for the week starting 4 August 2025. Applications will be reviewed on a rolling basis, so we encourage you to apply early.   

We thank you in advance for your application and your interest in this position. While we try to respond to every applicant, if many applications are received, we may not be able to do so.  

If you receive no feedback within 4 weeks after applying, please consider that you have not been selected.