Finance and Administration Specialist

The Finance & Administration Specialist will be responsible for supporting the activity of the Finance Manager. This role involves all areas pertaining to Finance, HR, IT and General Office Management.

Responsibilities:

Finance: Accounting: accurate reporting of Income & Outgoing (50%)

• Review (travel) expense reports

• Prepare outgoing invoices 

• Arrange payment of incoming invoices & expense reports

• Include invoices, bank statements, expense reports,.. in IGP Europe’s accounting program

• Provide monthly internal reconciliations, ensure regular follow-up on outstanding payments 

• Assist with the monthly Lawson reporting to Manulife, the monthly VAT declaration, the annual tax return, the annual audit, the annual financial statements & related legal documents, the Year-end closing and updating the depreciation tables, 

HR (40%)

• Assist with updating the Official Work Regulations and creating/keeping the official agreements for (individual) staff members up to date

• Set up an annual education plan for staff and create individual education accounts. Be the point of contact for Cevora, the training center for PC200

• Send an annual update on the JHIS Brussels insurance coverages to Manulife

• Create mobility plan 

• Annually update the personal holiday sheets, create the yearly attendance sheet and distribute the public holiday list for the JHIS Brussels office

• Update Employee Benefits Booklet and ensure the employees are kept aware of all benefits in force

• Set up a Global Prevention Plan and Year Action plan. Create several risk analyses. Complete the Annual Report regarding Prevention at the office. Be the point of contact for Mensura, our external Prevention Advisor. Follow a training session to become JHIS Brussels’ prevention advisor.

• Coordinate the fire prevention/exercises at the office

• Keep IGP email distribution lists up to date via ARS

• Organize & coordinate events for the IGP Europe employees: EAD, NY lunch, IGP day lunch

General Office Management & IT (10%)

• Ensure operational -wise all equipment and/or other office functions continue to run/operate smoothly at the office. Liaise with the property manager/maintenance staff of our building as appropriate

• Coordinate Business Continuity Program. 

• Order (office) supplies

• Coordinate Izix (parking) administration. 

• Keep spare computers up to date; first point of contact for colleagues having issues, assist employees with Service Now requests, BYOD coordination

• Coordinate the replacement of laptops (3-year cycle) 

 
Job requirements:

• Bachelor’s degree majoring in Finance, Business, Insurance, or HR.

• Being able to work independently

• Well-organized

• Strong analytical and financial skills

• Accuracy and timeliness of financial reporting

• Dynamic personality with good ability to interact with different people and levels.

• High level of integrity and ownership

• Fluent in English and French spoken and written, other languages are an asset

• Able to share your humanity and help us to build a diverse and inclusive work environment for everyone.

When you join our team:

• We’ll empower you to learn and grow the career you want.

• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.

• As part of our global team, we’ll support you in shaping the future you want to see.

The role being advertised is an existing vacancy.

About Manulife and John Hancock

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. To learn more about us, visit https://www.manulife.com/en/about/our-story.html.

Manulife is an Equal Opportunity Employer

At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination