Selection process conducted by matteria

Location a Work Mode

• Location: Barcelona, Spain
• Work Mode: Hybrid (combination of office and remote work)

Who we are

We are an international NGO focused on promoting peace and social impact through innovative, mission-driven projects

Purpose of the position

The Administrative and Finance Assistant  is responsible for supporting the organization’s accounting, financial, administrative, and HR operations, ensuring full compliance with donor requirements and internal policies.

This role is essential for ensuring accurate expense recording, strict budget monitoring, and providing administrative support to programme teams, allowing daily operations to run efficiently and in line with international grant standards.

The Assistant will also coordinate payroll processes through external providers, support general administrative management, and contribute to cost optimization efforts. Their work strengthens financial transparency, supports strategic decision-making, and facilitates the organization’s sustainable growth over the medium and long term.

Key Responsibilities

Finance and Payments

• Prepare and process payment requests, ensuring compliance with donor requirements and the organization’s internal policies and procedures.
• Ensure all supporting documentation for payments is complete, accurate, and properly archived.
• Liaise with suppliers and service providers regarding invoices and payments.
• Coordinate with the external outsourcing company to ensure all financial records are accurately maintained, and that any corrections or new requirements are promptly addressed.
• Maintain a clear understanding of the organization’s analytical dimensions and donor budgets.
• Support budget holders in determining appropriate expenditure allocations.
• Monitor grant reporting timelines and assist in the preparation of financial reports and audits.

Organisation and Office Management

• Provide administrative support to the team, including scheduling, document management, and office organisation.
• Support project and operational teams on day-to-day activities.
• Maintain organised records and files in the SharePoint “Teams”.
• Relationship management with all the vendors and suppliers & partnerships
• Optimising costs for the organisation and creates savings.

HR Management

• Support HR functions and coordination with external outsourcing company.
• Contract management for consultants and external related parties.
• Ensuring compliance with HR Policies.
• Launch onboarding for staff and permanent-consultants.

Requirements and competences to work with us

Education

• Degree or diploma in Finance, Accounting, Business Administration, or related field.

Experience

• Minimum 2 years of relevant experience in finance, administration and HR.
• Experience with outsourced HR and accounting services is an asset.
• Experience in the Non-Profit Sector and/or Grants Management is an asset

Competences

• Advanced English and Spanish, French is an asset.
• Demonstrated interest in the organization´s mission and values.

Our team profile

• Impartial
• Non-profit
• Humanitarian
• Sustainable
• Service-oriented
• Discreet
• Principled

Key interests for working with us

• Sustainable development
• Peacebuilding
• Poverty
• Financial inclusion
• Resilient local economies

Reasons to join our team

• A part-time role (20 hours/week) with the possibility to grow into a larger position depending on your performance and the organization's evolving needs.

• A permanent contract (with probation period) managed through an external employer of record.

• Flexible working hours and a hybrid model (mix of remote work and on-site presence).

• A collaborative environment where your ideas and proactivity are truly valued—perfect for someone who enjoys working in agile, impact-driven contexts.

• The opportunity to be part of a small, mission-driven team where your contribution will have visible impact on programs and operations.

• Exposure to international donor management and grant-funded projects, ideal for professionals seeking growth in finance and administration within the nonprofit or social impact sector.

Relevant details before applying for this vacancy

• The position is based in Barcelona, Spain.
• Applicants must have the legal right to work in Spain; the organization is not able to sponsor visas or offer relocation support.
• This is a part-time position (20 hours/week), with the possibility to increase working hours depending on performance and organizational needs.
• While prior experience in the nonprofit sector is a plus, it is not required. However, strong interest in mission-driven work and donor-funded projects is essential.
• Fluency in English and Spanish is required; French is an asset