ABOUT EIT FOOD

At EIT Food we accelerate innovation to build a future-fit food system that produces healthy and sustainable food for all. To achieve this, we are leading the world’s largest food innovation community. Through a missions-led approach, we put improving outcomes for people and planet as the starting point for our work.  

Supported by the European Institute of Innovation and Technology (EIT), a body of the European Union, we invest in projects, organisations and individuals that share our goals for a healthy and sustainable food system. We unlock innovation potential in businesses and universities and create and scale agritech startups to bring new technologies and products to market. And we equip entrepreneurs and professionals with the skills needed to transform the food system and educate and inspire the next generation.  

Our innovation projects are delivered with a combination of industry, education, and research partners to improve environmental and health outcomes, by developing solutions that align with our three missions: Healthier Lives Through Food, A Net Zero Food System, and Reducing Risk for a Fair and Resilient Food System.

EIT Food headquarters (HQ) are based in Leuven (Belgium) and it has 5 regional hubs in Europe (based in Poland, Spain, Germany, the UK and Netherlands), each working with and for partners in several EIT Food partner countries.

Visit our website: https://www.eitfood.eu

JOB DESCRIPTION

We are now looking for an International Payroll and Administration Manager to oversee and coordinate payroll and HR administration activities across several European countries. Across EIT Food, we employ approximately 140 people in Belgium, the Netherlands, Spain, Poland, the UK and Germany. The role currently covers Belgium, the largest country, the Netherlands and employees hired through Employer of Record (EoR) arrangements, representing all together about 70 employees. Over time, the scope of this role is expected to expand to additional countries, ensuring consistent processes and a robust backup system for business continuity.

While the person in this role is expected to contribute to global HR process alignment and support cross-country coordination, the position remains mainly operational and hands-on. 

The successful candidate will be responsible for managing and delivering payroll and HR administration in a structured, dependable, and compliant manner, with clear ownership of designated processes.

Collaboration with the HR Officer and local colleagues is essential, but the role goes beyond support or oversight - it requires active execution and accountability.

With the recent implementation of SuccessFactors, we now have a solid platform to support uniform and streamlined HR administration across all regions.

Key responsibilities include, but are not limited to:

Payroll Management

• Oversee and execute monthly payroll operations for Belgium, the Netherlands and EoR employees.
• Ensure timely and accurate salary payments, statutory declarations and year end reporting.
• Function as the main point of contact for external payroll providers and internal stakeholders.
• Progressively take responsibility for payroll related activities in more countries, ensuring alignment and compliance.

HR and Benefits Administration 

• Implement and handle employment and benefits administration throughout the entire employee lifecycle (Employment contracts, leave management, insurances, ...)
• Maintain accurate and compliant personnel files and HR data.
• Harmonise administrative processes and documentation.
• Supporting managers and employees with HR and Benefits queries.

Compliance and Legal Monitoring

• Perform continuous legal and regulatory monitoring to ensure full compliance with the applicable local labour legislation, tax rules, and social security obligations.
• Identify changes and align with the HR Director when adjustments to existing processes, policies, or documentation are needed.
• Contribute to internal controls and audit readiness.

HRIS Use and Process Consistency

• Ensure data accuracy and support the consistent use of the system.
• Contribute to continuous optimisation of workflows and documentation.

Staff Budgeting Support

• Provide accurate and timely payroll and employment data to support staff-related budgeting exercises.
• Collaborate with HR and Finance to ensure data consistency and alignment with organisational planning cycles.

Process Harmonisation and Business Continuity

• Develop standardised procedures, templates and workflows.
• Build and maintain a structured backup system to ensure continuity of payroll and administration activities to work effectively across countries, cultures, and functions (HR, Finance, local teams).
• Provide guidance to HR colleagues while maintaining clear operational responsibilities.

EXPERIENCE & SKILLS

• Demonstrated experience with Belgian payroll is required, and ideally with split salaries
• Proven understanding of payroll legislation and processes in at least one additional country (not necessarily one of EIT Food’s current locations), ideally in a multi‑country European context
• Good understanding of international reward approach and methodology is a plus.
• Ability to leverage digital tools to enhance process efficiency and automation. Experience using HRIS systems; SAP SuccessFactors experience is an asset.
• Strong organisational, analytical and problem‑solving skills.
• High diligence and strong commitment to accuracy and excellence
• Strong collaboration skills, with the ability to work effectively with colleagues across different countries, cultures and functions (HR, Finance, local teams)
• Fluent in Dutch and English (both required), knowledge of another language spoken in one of our countries (French, Spanish, Polish, German or English) is an asset.

WHAT WE OFFER

Working at EIT Food means joining a team of like-minded individuals who are dedicated to creating a better future through food innovation. We cultivate a culture of collaboration, inventiveness, inclusivity, and constructive feedback. All employees are encouraged to contribute their ideas and expertise towards our mission of creating a more sustainable and inclusive food system. Together, we're making a real impact on the food industry and we're looking for talented individuals like you to join us.

As a valued member of our team, we'll provide you with a competitive salary and benefits package.

CONTRACT TYPE

Full-time position.

LOCATION & TRAVEL FREQUENCY

This role can be based in any of our six locations: Belgium, UK, The Netherlands, Germany, Spain or Poland. To be eligible, you must be based in one of these locations and have the legal right to work there. Within your chosen location, we offer flexible working arrangements, including remote and hybrid options, depending on local policies and requirements.

APPLICATION

We encourage interested candidates to apply as soon as possible. While the application deadline is 20 March, we reserve the right to close the vacancy earlier if we find the right candidate. We recommend submitting your application at the earliest opportunity to ensure consideration.

EQUAL OPPORTUNITIES

At EIT Food we believe that diversity and inclusion make us stronger. We are committed to providing equal opportunities to all candidates, regardless of age, gender, background, ethnicity, religion, disability, sexual orientation, or any other characteristic. We welcome applications from everyone and strive to create a workplace where all employees feel valued, respected, and empowered to contribute to their fullest potential.