[OPEN] We are hiring: are you our new Administration and Accounting Assistant in Spain?

Do you have experience in administration and accounting in the social sector, and are you interested in working in a multicultural and growing nonprofit organisation? Join us at Open Cultural Center Barcelona, an NGO working towards the inclusion of refugees and migrants through education, housing, labour insertion, and social innovation activities

The organisation

Open Cultural Center is a non-profit organisation that carries out various educational and cultural projects for and with migrants and refugees in Spain and Greece. We have our main office in Barcelona, with a team of 12 employees and various volunteers who work on our activities in Barcelona. Some of our main activities in and around Barcelona are the language school, the coding school and our housing program for migrant youth in rural areas. 

What will you do?

Your main responsibilities are:

  1. Support the smooth administration of the organisation across the different departments and projects in Spain and Greece. 
  2. Assist with the office administration and accounting, implementing bank payment orders, invoicing, managing payslips, cashflow and petty cash. 
  3. Update and review accounting databases, report any financial discrepancies to management and liaise with the accounting, HR and legal contractor.  The financial and admin processes are supported with digital tools, no-code tools, and automation processes.

Accounting Assistant  

  • Preparing invoices and certificates with “no code” tools and automated processes.
  • Managing the cashflow database, including petty cash, and recording all monetary transactions.
  • Archiving financial documentation and updating accounting databases on a weekly basis.
  • Managing the bank reconciliation in our database.. 
  • Checking the accuracy of financial data submitted by OCC employees, such as project expenses, travel expenses and reimbursement. 
  • Allocating income and expenses to grants in our database , in collaboration with project managers and grants managers.
  • Monitoring and promoting the financial policies and guidelines across the team. 
  • Updating organisation financial manuals and guidelines as required in collaboration with the director. 
  • Supporting the different departments and projects with database maintenance. Applying measures to ensure that the databases are updated regularly by the team, including sending reminders, arranging meetings or escalating issues. 
  • Setting online bank transfers for payslips, employee reimbursements and other project expenses.
  • Liaising with the accounting contractor and providing the necessary information.
  • Preparing quarterly financial reports, annual yearly profit and loss statements, and preparing ad-hoc documents and overviews.
  • Administrate organisation and project insurances.

Office Management

  • Tracking the stocks of office supplies and the supplies of the volunteers house, and placing orders when necessary.
  • Ensuring the smooth running of the office.
  • Monitoring of general maintenance of the office and volunteer’s house.

Administration

  • Manage meeting agendas, travel arrangements and appointments when requested
  • Welcome visitors, manage phone calls and correspondence (e-mail, letters, packages etc.)
  • Assist colleagues with administrative tasks whenever necessary
  • Support HR processes and onboarding of new employees as required.

General Data Protection Regulation (GDPR) Assistant

  • Liaising with the GDPR consultant and external DPO to make sure all documentation regarding GDPR is up to date, and acting as intermediate between projects and and DPO.
  • Overseeing GDPR adherence across the departments and projects, such as checking if all forms that are used are GDPR compliant, executing yearly checks of GDPR adherence, and tracking security measures in collaboration with IT.

Monitoring and Evaluation (M&E) and Social Impact 

  • Checking with project managers/ M&E Officers that all the activities have been registered in the database.. 
  • Applying measures to ensure that the M&E databases are updated regularly by the team, including sending reminders, arranging meetings or escalating issues.
  • Supporting the coordinator and the director with M&E reports and social impact reports as required.

Coordination and Team Management

  • Reporting to the coordinator and the director.
  • Participate in the weekly team meetings and taking minutes of meetings.
  • Managing a volunteer and/or intern as part of the administration team, if requested.

What do we offer?

The OCC is committed to creating an inclusive and diverse workplace that fosters the active participation of everyone and the generation of a positive impact to the team and the target groups. We offer the following:

  • A monthly net salary of €1,200 (38 hours a week, 13 pagas, contrato indefinido, 3 meses de prueba)  and a holiday period of 30 working days per year.
  • A unique opportunity to work  in the heart of the local social sector, specialised in migration, while also working on an international level with NGOs around Europe
  • One day  of remote working per week.
  • The opportunity to work in a highly multicultural team consisting of employees, volunteers, interns and external partners.
  • The opportunity to work with our Greek branch in Polykastro and get to know the migration context of Greece .
  • Many learning opportunities by working with psychologists, social workers, (EU) project managers and our diverse group of beneficiaries and volunteers.

What are the job requirements?

Must haves:

  • Studies in accounting, secretarial, administration, or similar.
  • A minimum of two years of accounting experience in the social sector.
  • Experience as an office administrator, office assistant or relevant role.
  • Strong computer skills and proficiency in the use of spreadsheets and text documents.
  • Open to learn and develop your skills with the use of digital tools and no code tools such as Trello, Airtable, Notion and Slack.
  • Understanding of financial processes such as book keeping and bank reconciliation.
  • Basic maths skills.
  • Good verbal and written communication skills.
  • Good organisational and time management skills.
  • The ability to work on multiple projects simultaneously while maintaining accuracy.
  • The ability to collaborate with coworkers and suppliers.
  • Have a strong motivation to support people with a migration background and make a social impact with our team.
  • Have an advanced level of English and Spanish.
  • Have a flexible, proactive and open-minded attitude: we work in a fast-changing environment and you have to be able to adjust to sudden changes and rapid developments.

Preferable skills:

  • Experience with Airtable, Notion, Slack and/or Trello.
  • Have working experience in the social sector in Catalonia/Barcelona. 
  • Have an intermediate to advanced level of Catalan.
  • Have some experience in grant draftings, reporting and justifications.
  • Have some experience in HR processes.

What is the application process?

We always let you know if you are selected for the application process or not. Applications have to be submitted through our application form (see link below). We will not consider applications that come in through other channels. Once selected, the process is as follows:

  1. We will invite you for a first interview to get to know each other, talk about the position and the organisation in more detail, discuss your expectations and ambitions and answer any questions you may have.
  2. When the first interview result is positive, we will ask you for previous job references, and the completion of an assignment. The assignment will relate to database and reporting skills.
  3. When the result of the assignment is positive, there will be a second interview. In this interview we will discuss in more detail the skills and experience you have, and how these fit the position. We will also discuss the result of the assignment and any feedback you have regarding the assignment.
  4. When the second interview is positive, you will have your final interview with the director of the organisation. Together with our hiring team, the director will make the final decision about the hiring process outcome.

HOW TO APPLY?

Please use this form to apply : https://airtable.com/shrL2jvRowsOx1QXl

Deadline 30 November 2022.