Accounting & Operations Specialist

The European Academy of Allergy and Clinical Immunology (EAACI) is the leading professional association for clinicians, researchers, allied healthcare professionals, and patient advocates dedicated to improving the lives of people affected by allergic and immunologic diseases.

With more than 20,000 members across 150+ countries, 50+ National Allergy Societies, and a global network of scientific experts, EAACI serves as the leading authority in allergy and clinical immunology through education, research, advocacy, guidelines, and scientific exchange.

EAACI Headquarters, based in Zurich, Switzerland, provides the operational, financial, and administrative backbone that enables the Academy's scientific, educational, and membership activities to run smoothly and in full compliance with Swiss regulatory requirements.

For our Finance & Operations team, we are seeking a detail-oriented and highly organized Accounting & Operations Specialist (100%) to manage day-to-day accounting activities and provide broad administrative and operational support to EAACI Headquarters.

The Accounting & Operations Specialist will be responsible for maintaining accurate financial records, supporting budgeting and reporting processes, processing invoices and payments, and ensuring the smooth operational and administrative functioning of the organization.

The role works closely with the GM, external auditors and accountants, the EAACI Board of Officers, department leads, and the wider EAACI Headquarters team.

• Manage day-to-day bookkeeping, including accounts payable, accounts receivable, and general ledger entries.
• Process and verify invoices, expense claims, and payment runs in accordance with EAACI's financial policies.
• Perform regular bank and account reconciliations, ensuring accuracy and timely resolution of discrepancies.
• Support month-end and year-end closing processes.
• Maintain organized and audit-ready financial documentation and records.

• Support the preparation of annual budgets and periodic financial forecasts.
• Prepare financial reports, statements, and analyses for management, committees, and the Board of Officers.
• Monitor expenditures against budgets and flag variances to relevant stakeholders.
• Assist with the coordination of annual audits and liaise with external auditors and tax advisors.
• Ensure compliance with Swiss accounting standards, VAT requirements, and other statutory obligations.

• Provide general administrative support to EAACI Headquarters, including contracts, vendor management, and office logistics.
• Coordinate procurement, supplier agreements, and service contracts.
• Support HR-related administrative tasks such as payroll coordination, expense policies, and record-keeping.
• Maintain and improve internal operational processes, templates, and systems.
• Support the organization and logistics of internal meetings, including the Board of Officers, as needed.

• Review, track, and file contracts and agreements with vendors, partners, and service providers.
• Ensure operational activities comply with EAACI's internal policies, Swiss legal requirements, and association governance standards.
• Support the maintenance of insurance policies, statutory filings, and other compliance documentation.
• Assist in the development and implementation of financial and administrative controls.
• Maintain accurate financial and operational data across relevant systems and platforms.
• Develop reports and recommendations to support leadership decision-making.
• Identify opportunities to streamline accounting and administrative processes for greater efficiency.
• Support the evaluation and implementation of new financial and operational tools and systems.

• Bachelor's degree or equivalent qualification in Accounting, Finance, Business Administration, or a related field.
• 2+ years of professional experience in accounting, bookkeeping, or financial and administrative operations.
• Experience working within a non-profit, association, NGO, or professional services environment is an advantage.
• Wo…