Team Finances

Purpose of the role

The treasurer is also a member of the board and focuses on VVA’s financial overview and policy. The role combines oversight and direction with a hands-on component. The treasurer works closely with the assistant treasurer and the contributions team.

Responsibilities

• Coordinating the Finance Team and ensuring alignment within the team

• (Together with the assistant) Processing and paying invoices and expense claims (in Exact)

• (Together with the assistant) Approving and executing payment batches (ING)

• Maintaining financial oversight and contributing to board meetings

• Liaising with the accountant (Dauriard van Noord)

• Preparing the budget and membership fee proposal (together with the board)

• Presenting the annual figures and budget at the General Members’ Meeting (together with the accountant)

Time commitment

• Approx. 2 hours per week (execution and coordination, together with the assistant)

• Board meeting: once every 6 weeks

• Additional time required in April/May (budget preparation and General Members’ Meeting)

Purpose of the role

The assistant treasurer supports the day-to-day financial administration and, together with the treasurer, ensures continuity.

Responsibilities

• Managing the mailbox and responding to inquiries (excluding membership fees)

• Recording incoming invoices in Exact

• Processing and paying invoices and expense claims

• Identifying missing invoices

• Contributing ideas to improve processes and ways of working

• Coordinating with the treasurer on payments and priorities

Time commitment

• Approx. 1–2 hours per week

• Payments can be divided in consultation (e.g. alternating responsibility)

Purpose of the role

Responsible for smooth and timely collection of membership fees and answering member inquiries (based on existing policies).

Responsibilities

• Processing membership lists (Sportlink → Excel/checklist)

• Creating and managing members and invoices in Exact

• Checking and adding direct debit authorizations

• Sending membership fee invoices (in batches)

• Coordinating with the treasurer on direct debit runs (ING)

• Monitoring payments via Payt

• Following up on outstanding membership fees (only via Payt)

• Responding to membership fee inquiries via Payt

• Keeping the treasurer informed about status and communication needs towards members (e.g. Community or newsletter)

Time commitment

Peak periods

• September: membership list + invoicing (± 2–3 evenings)

• January: new members + second invoicing round (± 2 evenings)

Ongoing

• October & February: collection period

• Other months: monitoring and follow-up (± 1–2 hours per 2 weeks)