The Network of European Foundations (NEF) is recruiting a Programme and Grants Officer to support two of its flagship grant-making programmes: Civitates, the European Democracy Fund, and the European AI & Society Fund.
NEF supports collaboration between philanthropic foundations. We are dedicated to providing exceptional service and support to our foundation and grantee partners. We are looking for highly organized and detail-oriented candidates with a sense of initiative and a positive approach to join our dynamic team.
About the role
Both Civitates and the European AI & Society Fund have experienced significant growth in 2024 and are set to continue to expand the number of foundation and grantee partners. As a Programme and Grants Officer, you will play a crucial role in ensuring the smooth operation of our operations. The role has dual reporting lines to Civitates and to the AI & Society Fund.
Key responsibilities
1) Grants management
● Assist with the dissemination of calls for proposals, grantee selection, due diligence, reporting and filing (including in Optimy) in close collaboration with NEF
● Draft grant agreements and coordinate the contracting process, including for renewals.
● Address grantees’ requests (e.g. no-cost extension) in collaboration with colleagues.
● Keep Optimy updated in close collaboration with NEF.
● Follow up on contractual obligations such as setting up financial controllers as needed.
2) Financial management
● Collect requests for payments, checking that the information is complete, and liaising with NEF to ensure timely processing.
● Liaise with NEF for all financial disbursements to ensure proper recording of expenditure and income.
● Provide financial guidance to grantees if/as needed in collaboration with colleagues.
3) Contracts management
● Help draft the contractual agreements with grantees, donors and consultants and liaise with NEF to manage signature, filling, reporting, request for payments and other relevant updates in Optimy.
● Assist with the submission of proposals and reports to donor partners, including by keeping track of donor requirements.
4) Operations, logistics and events management
● Help schedule and organize on-line meetings and public facing webinars.
● Coordinate minute taking & recordings and share these through appropriate channels.
● Support the organization of in-person meetings.
● Support team members with their travel arrangements.
● Help prepare meeting documents.
● Develop and ensure the smooth running of operations by improving existing IT, data management, internal communications and filing systems.
5) External communications
● Manage the generic Civitates and European AI & Society Fund email addresses, responding to or re-directing enquiries in a timely fashion.
Requirements
1) Knowledge and Experience
● Experience in administrative support roles (2+ years).
● Track record in project management.
● Excellent spoken and written English and French.
● Former experience in grant-making institutions desirable.
2) Skills and Abilities
● Organisational skills and the ability to stay on top of many large and small tasks simultaneously, excellent time management skills.
● Excellent attention to detail.
● Hands-on, problem-solving, proactive attitude.
● Excellent communication skills.
● An outstanding team player, including in remote work settings, with experience of working with on-line collaborative tools.
● Computer skills: Google Drive and MS Office suite.
3) Personal Style and Behaviours
● Commitment to the vision, mission and values of NEF.
● Actively encourages and feels at home in a diverse and inclusive working environment – experience with supporting diversity, equality, and inclusion in workplaces.
● A sense of humour, humility and collegiality.
● Capacity for self-reflection and a commitment to learning and growth.
● Comfortable and able to work within a remote team.
Benefits
● A one-year, full-time contract (37.5 hours per week) with the possibility of extension.
● Position in Brussels (on site) with offices at the Philanthropy House.
● A monthly gross salary of 3.300€ : annual gross of approximately 47.000€. This is a Belgian salary range with the 13th salary and holiday pay.
● Flexibility of working from home up to 2 days per week.
● Additional benefits include homeworking allowance, phone allowance, meal and eco vouchers, extra holidays, enrolment into a pension scheme and hospitalisation insurance.
● An inclusive work culture that values diversity within a driven team.
How to apply
Applications without cover letters will be dismissed
You must already have the right to work in Europe.
Deadline for applications: 17 February 2025 23:59 CET
Interviews with shortlisted candidates will take place on 24-25 February