Grant & Finance Assistant

European Institute of Peace

Hours
Full-time 40 hours per week

About the Organisation

European Institute of Peace (www.eip.org) is an independent organization 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. 

About the role

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 analyze the impact of cost allocation and caps on individual grants, supporting periodic forecasting.
• 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.

Skills, Competencies & Experience

• 2 years of experience in finance and grant control. Understanding and knowledge of the non-profit grant sector and non-profit accounting environment would be an asset.
• Experience in budget development, monitoring, and internal and external financial reporting.
• Ability to analyze financial data at a general level, as well as at the detailed project/programme level.
• Ability to build and maintain strong relationships with program 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.

Required Qualifications

• Bachelor's or Master’s in Finance Background in Grant, Financial Project Management and a relevant

Compensation & Benefits

• 32 days Annual Leave
• Competitive Benefits Package 
• Health Care Insurance
• Pension plan
• Meal Vouchers
• Transportation and Telework Allowance & SIM card

Conditions of employment

• You need to be eligible to work in Belgium

Working locations

• Hybrid model, working in the Brussels office and remotely

How to apply

• Send an email to [email protected] with a CV and a cover letter by 23rd February 2025 at 11:59 PM

Interviews

• Only short-listed candidates will be contacted for an interview.

Policies

• 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.

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