Background

UMI Fund stands for Urban Movement Innovation Fund. We connect, align, resource and strengthen people’s power for a more socially just, zero carbon future.

UMI Fund is a donor collaborative founded by international philanthropies that supports, incubates, and accelerates strategic elements of the climate movement through cooperation with partners for disruptive, scalable greenhouse gas mitigation. We are a convenor of the field, an advisor to philanthropy, and a grant maker. We work to build the power needed to ensure pressure for climate action becomes relentless and unignorable. We are a relatively new and dynamic fund that is rapidly growing.

We are a warm, mission-driven organisation committed to justice, equity, diversity and inclusion — not only in what we do, but in how we do it. We believe that how we work matters just as much as what we achieve. That means:

People come first – we aim to support, include, and care for one another.

Process matters – we value clarity, collaboration and thoughtful planning.

We’re honest and humble – we learn from mistakes and share responsibility.

We work across difference – with curiosity, cultural awareness and respect.

We celebrate the success of others – and find joy in shared purpose.

This is an organisation where kindness, clarity and accountability go hand in hand — and where everyone will play a vital role in nurturing the systems and culture that enable us to grow well, together.

Purpose of role 

The Operations & Finance Officer exists to support the finance function by ensuring accurate, timely, and compliant recording of financial transactions. The role focuses on reviewing, verifying, and recording financial data across multiple platforms into the organisation’s accounting system.

This role operates in an international context, handling transactions across multiple countries, currencies, and regulatory environments.

The role collaborates with the Head of Finance and the Finance Officer to ensure financial data is recorded on a timely and accurate basis.

A central part of the role is to ensure the integrity, completeness, and traceability of financial data across systems, while supporting operational and compliance processes in Belgium and across the organisation’s global footprint.

This is a highly responsible role for a meticulous, detail-oriented professional who is comfortable handling global and multi-entity transactions.

Primary responsibilities

Engagement

The Operations & Finance Officer works in collaboration with several stakeholders. Key relationships include the following.

Internally, this role will:

• Report to the Head of Finance and will benefit from technical supervision and support from the Finance Officer.
• Collaborate with the Programme and Grants teams to ensure financial data aligns with approved budgets, contracts, and donor requirements.
• Partner closely with the Admin & Operations team to ensure all invoices, contracts, and grant documentation are complete, accurate, and properly archived.
• Provide day-to-day financial and administrative support to internal stakeholders, helping resolve queries and ensuring smooth operational processes.

Externally, this role will:

• Liaise with banks and financial institutions to support account management, transactions, and the resolution of queries or discrepancies.
• Coordinate with external auditors by preparing documentation, responding to queries, and supporting audit processes.
• Work closely with EY Tax & Compliance colleagues (or equivalent advisors) to ensure timely and accurate tax filings, statutory submissions, and regulatory compliance.
• Engage with local service providers in Belgium (e.g. payroll providers, legal advisors, and administrative agents) to support operational and compliance requirements.
• Facilitate communication and documentation flow between the organisation and relevant Belgian authorities, as required.
• Ensure all external interactions are well-documented, timely, and aligned with organisational policies and compliance standards.

Delivery

The Operations & Finance Officer is accountable for delivering the following outcomes:

Finance responsibilities

• Review and verify financial transactions recorded across internal platforms (e.g. Airbase, Airtable, Fluxx) for accuracy, completeness, and proper documentation.
• Perform timely and accurate data entry into the organisation’s accounting software.
• Ensure correct coding of transactions in line with the chart of accounts, projects, budgets, and donor requirements.
• Reconcile bank accounts, corporate credit cards, and debit cards on a regular basis, investigating and resolving discrepancies.
• Maintain organised and audit-ready supporting documentation.
• Identify discrepancies or inconsistencies and proactively follow up for resolution.

Operations & compliance responsibilities

• Support administrative processes related to vendor management, contracts, and service providers in Belgium.
• Maintain and track a compliance calendar to ensure timely submissions of statutory, tax, and regulatory filings.
• Liaise with external service providers (e.g. tax advisors, legal counsel, payroll providers) to ensure completeness and accuracy of filings.
• Coordinate with Belgian authorities and relevant institutions as required, under guidance from senior finance staff.
• Prepare documentation and supporting schedules required for VAT, statutory, and regulatory filings.
• Support audit processes by ensuring documentation is complete, accessible, and aligned with compliance requirements.
• Maintain organised records of contracts, agreements, and official filings in line with organisational and legal requirements.

Additional responsibilities

• Liaise with Tax & Compliance service providers (e.g. EY) to ensure tax filings, statutory submissions, and regulatory obligations are complete, accurate, and submitted on time.
• Support coordination of Belgian and EU regulatory requirements, ensuring documentation and processes are aligned with applicable frameworks.
• Assist in preparing documentation and responses for audits, legal reviews, or regulatory inquiries.

Profile

This is a junior to mid-level position, suitable for a detail-oriented finance professional with strong bookkeeping fundamentals and the ability to work with multiple systems

Essential role requirements and experience

• 2–5 years of experience in bookkeeping or a similar finance role.
• Strong understanding of basic accounting principles and reconciliations.
• Experience working with accounting software and digital financial platforms.
• Experience handling global/multi-entity transactions is an advantage.
• Familiarity with multi-currency accounting is an advantage.
• Fluency in English (written and spoken) with proficiency in Flemish or French is an asset.
• Experience in non-profit/donor-funded environments is an asset.
• Ability to travel internationally for conferences and team meetings. once a year.
• Must be based in Belgium (Brussels preferred).
• Familiarity with Belgian accounting, VAT, and regulatory environment is strongly preferred.
• Experience liaising with external auditors, tax advisors, or legal service providers.
• Ability to work within European regulatory frameworks.

Optional but strong addition 

• Experience with tools such as Airbase, Airtable, Fluxx, or similar financial and grant management systems is an advantage.

Attributes and skills

• Cultural Awareness: understanding and commitment to fostering diversity and inclusion issues, including race, gender, sexual orientation, disability, age, and other dimensions of diversity, and the ability to navigate complex cultural dynamics in an international and multicultural environment with an inclusive and collaborative workplace culture.
• Interpersonal and cross-cultural communication skills: must be a flexible, highly collaborative team player, with the ability to collaborate with groups working remotely.
• High degree of professionalism and integrity to handle sensitive and confidential information with the utmost discretion.
• Resilience: Ability to manage large volumes of transactions across multiple systems and to work independently and remotely. Strong organisational skills and ability to meet deadlines.
• Commitment to accuracy: high level of attention to detail stemming from respect for the stakeholders involved and the responsible use of philanthropic funds.
• Tech-confident: highly competent with working with grant management systems and databases, ready to adapt to new tools and able to propose adjustments where required.

Success in the role 

Success in this role will look like:

• Financial data is consistently accurate, complete, and up to date across systems.
• Reconciliations are performed regularly with minimal outstanding items.
• Compliance filings are well-coordinated and delivered on time.
• Documentation is audit-ready and easily accessible.
• Internal stakeholders experience finance as responsive, clear, and supportive.

Terms and conditions

Compensation and benefits

• Annual salary: salary commensurate with qualification, experience and candidate location. Location allowance ranging from 15% to 30% on top of the global base salary scale.
• Official holidays according to the country of hiring, local and personal cultural traditions, and religious practices will be respected.
• Annual work from home allowance equivalent to $1K USD (converted to local currency).
• Life insurance.
• Health care (includes vision and dental) covering family members, including legal partners, children below the age of 18 and legal dependents as defined by the country of employment. The cost of the health plan or insurance may be shared between the UMI Fund and the staff member, depending on the conditions offered in the country of employment. This will be agreed at the time of hiring.
• Minimum 20 working days of annual paid vacations, plus additional paid days for the year-end break.
• Access to the Headspace platform.
• 2 days of work time each calendar year to participate in volunteer work with a non-profit organisation.
• Bereavement Leave: from 2 to 20 working days paid leave according to the level of relationship with the loved one.
• Flexible work arrangements:

o Regular working hours: 40 hours per week, 8-hour day, preferably between 9 am and 5 pm local time. Due to the geographical distribution of our team, it may be necessary to work non-regular hours in order to participate in meetings with those located in other time zones. UMI Fund always prioritises the well-being of its staff and strongly recommends that no one works before 6 am or after 9 pm. If it is necessary in exceptional situations to work at these times, staff should offset the hours no later than two days after, to ensure time for rest.

Local regulations will always prevail and will be observed to determine the final contract conditions

To apply for the post To apply for this role, please submit a copy of your CV/resume and a cover letter outlining your interest in the role and how you fulfil the requirements set out in the job announcement. Please ensure you send your CV and Cover letter in the following format: full_name_CV_org_name_role and full_name_role_CL.

If you have any questions about the role or organisation, please reach out to McAra Kirby-Fahey at mcara@upsallinternational.com.

· The deadline for applications is Monday May 18th, 9:00 am CET ·

Please note: to ensure the security of your application and that your data complies with GDPR, applications via email will not be accepted.

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Upsall International actively promotes equality, diversity, and inclusion. In recruiting candidates, we seek candidates with the proven skills required, irrespective of race, gender, religion or belief, age, disability, or sexual orientation.