Senior Finance & Operations Officer

Job Description

We are looking for a highly motivated and versatile colleague to join our small, effective operations team and help support a dynamic trade association working at the heart of the energy transition. This role has a strong finance focus, combined with wider operations responsibilities. Based in Brussels, you will be part of an international organisation that values collaboration, initiative and continuous learning, where everyone contributes to keeping the organisation running smoothly.

The EHPA Operations team is at the centre of the organisation, supporting finance, administration, governance, HR, office management and IT infrastructure. The Senior Finance & Operations Officer will contribute across these areas, with a particular focus on finances, and will work closely with the Operations Director and the wider team to keep daily operations efficient, reliable and well organised. The role requires versatility, sound judgement and a good understanding of back-office functions in a Belgian non-profit association.

Main tasks

• Day-to-day finance administration, including invoice preparation, payment preparation and tracking, reimbursements, credit card reconciliation, bank administration, membership invoicing support and accurate filing of supporting documents.
• Financial monitoring and reporting support, including budget follow-up, cash-flow tracking, preparation of financial overviews, audit documentation and coordination with the external accountant and auditor.
• Office and IT coordination, including procurement, supplier liaison, equipment and tool management, office space oversight and support for in-office meetings with members and external stakeholders.
• Systems and data management, including maintaining accurate records, updating internal platforms, supporting database quality, helping improve the use of Microsoft 365 and other operational tools, and supporting access set-up during staff onboarding and offboarding.
• Governance and membership administration, including member and prospect correspondence, database updates, membership applications, onboarding of new members, General Assembly support such as registration follow-up, hybrid meeting platform support and quorum checks, and Belgian legal compliance tasks.
• General operations support, including the preparation of procedures and guidelines, intranet updates and the improvement of internal workflows to increase efficiency.

Candidate profile

We are looking for someone who enjoys bringing structure, clarity and reliability to a busy organisation. You are practical, organised and discreet, with a hands-on attitude and a genuine interest in making things work better. Strong financial administration experience is essential for this role, alongside a good understanding of other operations areas. We will support you as you grow into the full role.

Experience and knowledge

• Solid experience in financial administration is essential, including invoices, payments, reimbursements, reconciliations, supporting documentation and basic budget follow-up.
• Minimum 3-5 years of experience in finances, operations, administration, or similar support role.
• Experience working with office tools, suppliers, internal systems or databases.
• Experience in a membership organisation, trade association or non-profit environment is a strong asset.
• Knowledge of the Belgian legal framework for international non-profit associations is an advantage.

Skills and attributes

• You are highly organised, accurate and attentive to detail.
• You can manage several priorities at once and stay calm and structured in a varied role.
• You take ownership of your tasks, follow through reliably and flag risks or delays on time.
• You communicate clearly and handle confidential or sensitive information with discretion and good judgement.
• You are comfortable working with figures, checking details carefully and using Excel or similar tools to organise, reconcile and review financial information.
• You are confident using digital tools, especially Microsoft 365, and have practical experience with customer relationship management systems, accounting or invoicing tools, online meeting platforms or content management systems.
• You are proficient in English and either French or Dutch.
• You are service-minded, hands-on and solution-oriented.
• You enjoy improving processes and helping a team work more smoothly.
• You are curious about renewable energy and the role of heat pumps in the energy transition.

Our offer

We offer a permanent contract with a competitive salary aligned to EHPA's internal remuneration matrix, including holiday pay and end-of-year allowance (13th month). In addition, we provide the following benefits:

• Hospitalisation and medical insurance (DKV)
• Home office allowance: 150€
• Lunch vouchers (8€/day, with an employee contribution of 1.09€)
• Eco-vouchers (250€/year)
• Public transport allowance (56€/month)
• IT material (laptop, phone subscription)
• 5 extra leave days (on top of the 20 legal leave)
• Bike lease option
• Training allowance: up to 1500€/year

The role is based in Brussels, with flexibility to work from home two days per week in Belgium and occasional opportunities to work from abroad, as agreed with your line manager.

To apply, an EU Citizenship or valid permit to work in Belgium is compulsory.

Interested? Please send your CV and motivation letter to [email protected] by 19 July 2026. We accept applications on a rolling basis and plan the first round of interviews between 13 and 22 July 2026.

By applying, you consent to sharing your personal information. EHPA commits to erase it after the recruitment procedure unless needed for hiring purposes.