Finance & Admin Office
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International LGBTQI Youth & Student Organisation (IGLYO)
Hybrid- Career category: Finance
- Job type: Job
- Experience level: Other (specified in job description)
- Organisation type: Civil Society
- Remote option: Hybrid
- Right to work requirements: Right to work required in advance
- Remuneration: €2,653.02 EUR / monthly
- Work schedule: Full-time
- Length of contract: Permanent
- Deadline: 02/02/2026
- Location: 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.
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
Qualifications
● Experience of office administration
● Experience of coordinating event logistics (booking travel, accommodation, catering & venue hire)
● 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 a prompt & courteous manner
● Excellent IT skills with extensive experience of using Microsoft Office & Google Drive
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.
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
Qualifications
● Experience of office administration
● Experience of coordinating event logistics (booking travel, accommodation, catering & venue hire)
● 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 a prompt & courteous manner
● Excellent IT skills with extensive experience of using Microsoft Office & Google Drive
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