Grant & Finance Assistant
January 31 1000, Brussels
Department
Operations
Summary
Based in Brussels and active in over a dozen countries, the European Institute of Peace (www.eip.org) is an independent organisation working collaboratively with the parties to the conflict, those who represent people suffering from insecurity or at risk of violence, as well as European decision-makers and the conflict prevention, resolution and mediation community.
We provide practical experience, technical expertise, and policy advice on conflict resolution. We use a variety of tools to help us do this, including analysis, mapping and design of peace processes and agreements, facilitating policy discussions, and proposing practical engagement, for example through inclusive dialogue and mediation support.
Are you captivated by our innovative approach to peace, and do you want to contribute to the mission of our institute? Do you share our vision for a world where people live in safety and peace because conflicts and grievances are resolved through inclusive dialogue and lasting political agreements?
We are looking for a Grant & Finance Assistant to join our Finance & Grant team to support the Institute’s operations. As Grant & Finance Assistant you will ensure effective financial stewardship, accurate reporting, and compliance across all grant-related activities. This role requires close collaboration with internal teams, external partners and donors to support the organisation’s mission and maximise the impact of its projects.
Your place in the team
As Grant & Finance Assistant you will report to the Senior Finance & Grant Manager and work together with four other colleagues to effectively manage financial tasks and implement project grants.
Responsibilities
- Facilitate effective internal coordination with program, fundraising, and finance teams.
- Maintain active external collaboration with donors and partners.
- Serve as the focal point to update the grants database, including coordination with the Fundraising team.
- Update the reports calendar and remind teams of deadlines. Oversee and update grant tracking tools, ensuring accurate documentation and compliance.
- Monitor and maintain accurate partner files, including communications regarding approvals, extensions, and amendments.
- Create and track pipeline budgets, ensuring dashboards are regularly updated and coordinating follow-ups with relevant teams.
- Assist in monitoring budget implementation and developments on grant administration issues. Monitor budget lines and liaise with the finance team to correct discrepancies.
- Reconcile and monitor approved budgets against actual transactions from the accounting system. Help analyse the impact of cost allocation and caps on individual grants, supporting periodic reforecasting.
- Gather and manage supporting documents to ensure compliance with donor requirements.
- Review and prepare contracts or agreements for awarded grants for signature by senior management.
- Assist Project Managers in drafting project budget proposals and financial reports for various donors, including EU and public donors, ensuring compliance with contractual stipulations.
- Prepare and monitor payment requests to be submitted to donors for awarded grants. Liaise with Programme Managers regarding narrative reports, providing consolidated feedback before submission to donors.
- Ensure the accuracy of accounting records for assigned projects and prepare documentation for audit purposes. Review financial data and prepare reports as needed.
Qualifications
- 2 years of experience in finance and/or grant control. Understanding and knowledge of non-profit grant sector and non-profit accounting environment would be an asset.
- Relevant background in Grant or financial project management, preferably with a Bachelor or Master’s in Finance.
- Experience in budget development, monitoring and internal and external financial reporting.
- Ability to analyse financial data at a general level, as well as at the detailed project/programme level.
- Ability to build and maintain strong relationships with programme officers and other stakeholders at all levels.
- Familiarity with Isabel, and Winbooks or equivalent software packages would be an asset.
- Excellent command of English. Knowledge of French and other languages is a plus.
- IT literate, with excellent knowledge of Excel.
- Legally entitled to work in Belgium (EU citizen or currently in possession of a Belgian work permit).
Offer
- An exciting job in an international and diverse environment (18 nationalities represented at the Brussels Office)
- Open-ended Belgian contract
- Competitive Benefits package which includes health care insurance and pension plan, meal vouchers, transportation and telework allowance, and SIM card
- 40h/week and 32 leave days/year
- The possibility to telework 3 days a week
Additional information
Start date: as soon as possible
The selected candidate will need to reside in or relocate to Belgium when the employment contract starts.
Recruitment process
Closing date: 23/02/2025, midnight (CET).
Please submit your application using the webform below.
Our hiring team will review all applications after the closing date of the vacancy. We will keep you informed on the status of your application.
The Institute firmly believes that diverse perspectives are key to our work. Therefore we are committed to equity, diversity and inclusiveness. Your qualities and commitment are what matter to us, regardless of race, nationality, gender, age, religion, disability, or sexual orientation.
Employment typeStandard job
CommitmentFull-time permanent
Source URLhttps://vacancies.eip.org/jobs/detail/grant-finance-assistant-89
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European institute of Peace
Website
https://www.eip.org/Imprint
Non profit sectorPlease contact: [email protected]