Deputy Grants Manager (Eastern Europe)

Position description

The European Endowment for Democracy is looking for a Deputy Grants Manager to support its flexible democracy support work. Specifically, EED is looking for support in the administrative and financial management of its grants in Eastern Europe and other countries of EED operations.

The ideal candidate has a keen interest in financial management and professional experience in civil society-related projects and programmes, as well as full working knowledge of English and Russian. Working knowledge of other languages of the region would be a significant asset.

We seek a motivated team-player who would be excited to join our international team in Brussels.

Main functions of the post

• Serving as an expert on assigned task/portfolio, contributing to strategic direction of organisation;
• Oversees grants team’s processes ensuring timely delivery;
• Supporting administrative and financial management of EED grants in coordination with relevant staff, ensuring cost eligibility, monitoring the financial management of the projects and compliance with contract stipulations;
• Draft project proposals and financial reports for a wide range of EED donors, including EU and public donors, with a strong focus on financial aspects;
• Providing guidance and support to EED beneficiaries on the financial management of grants;
• Guiding and coordinating the work of EED external consultants assisting the Grants Team;
• Overseeing internships and induction of new members of the team;
• Providing consolidated input to knowledge management and communication products and stakeholder management.

Duties and Responsibilities

The Deputy Grants Manager reports directly to the Grants Manager and shall be responsible for (in addition to the above-mentioned):

• Assessing the budgetary aspects of proposals submitted by applicants for EED support in close cooperation with the Grants Manager and the Programmes Team;
• Preparing contracts and related templates for awarded grants;
• Assessing financial reports (or coordinating assessments carried out by other team members/consultants) and verifying supporting documents to ensure compliance with the approved budget and contractual stipulations;
• Working with Programme’s staff to assist EED beneficiaries in preparing requests for addenda, including budget revisions;
• Monitoring budget implementation and developments related to grants administration;
• Assisting in tracking expenditures by financial year;
• Managing internal administrative processes, including grant contract signatures, report approvals, and payments;
• Supporting the management of donor grants by ensuring compliance with donor regulations, monitoring expenditures and projections, and preparing and submitting reports in a timely manner;
• Liaising with beneficiaries to provide training, assistance, and guidance on financial management, donor regulations, and EED internal procedures;
• Conducting on-site monitoring missions when required and maintaining relationships with key stakeholders in the field;
• Performing other tasks as assigned by the Grants Manager.

Qualifications

• University degree in Finance or Economics, International Affairs, International Development or related discipline;
• Demonstrated track record in grant-making (particularly from the administrative and financial perspective), and/or project management and/or audit, financial control;
• At least five years of proven full-time professional experience in grant-making and/or administering financial and contractual procedures related to project management;
• Experience in working with democracy-support donors in government and/or international organisations and/or from civil society;
• Experience working with civil society in the countries of Eastern Europe is considered an asset;
• Full professional working knowledge of Russian and English (including ability to draft quality reports for donors);
• Working knowledge of other languages of the region would be an asset;
• Substantive understanding of political issues and trends in the Eastern Neighbourhood as well as EU policies towards the region;
• Solid ICT skills, especially in Microsoft Excel;
• High drive for detail and precision;
• Ability to keep full confidentiality about all assigned tasks and related documentation as well as capacity to exercise confidentiality, discretion and tact when dealing with diverse groups of people;
• High degree of communication skills and excellent interpersonal skills;
• Ability to work in an international team;
• Ability to travel internationally.

Application instructions

Please make sure you meet all required qualifications before applying. Applicants must upload a short motivation letter, a resume/CV (Europass format required), and contact information for three professional references via the Apply Now button. Failure to submit these three documents shall result in the exclusion of the applicant concerned from the selection procedure.

After successfully submitting your application you will receive an automatic email confirming receipt of your application. Please no phone calls/emails/letters.

Applications should be submitted no later than 9 March 2025, midnight (Brussels time).

Selection Process:

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews;
• All candidates will be notified on the status of their application via email once the process has been finalised.

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