Finance and Grants Assistant

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?

Your place in the team

The Finance Assistant supports the day-to-day finance and grants operations of EIP. You will report to the Senior Finance & Grants Manager, and work closely work together with the Finance, Grants & Compliance team.

You will

Give support in Accounting:

• Check and compile payment requests for all invoices, expense claims and partner expenditure. Ensure that all payments are well coded, adequately authorised and that they are in line with the EIP internal procedures and policies as well as donor rules;
• Register invoices in the accounting systems;
• Act as a point of contact for all accounts payable queries;
• Help the finance team during audits in providing the required documents;
• Maintain and keep all finance files updated, making sure that on a daily basis all the relevant accounting documents are filed correctly and in a timely manner;
• Create and maintain the fixed asset register.

Give support in Finance & Grant:

• Generate the reports;
• Follow up with the timesheets;
• Collaborate with programme peers to guarantee proper financial monitoring for their projects;
• Ensure that all partners’ financial supporting documentation and reports are correctly filed under the project file;
• Review partners’ expenditure report and ensure they are complete and correctly coded for uploading into the Accounting system;
• Review the partners’ funds request according to the forecast and Memorandum of understanding, and prepare payments for approval by the Senior Finance and Grants Manager;
• Prepare fund requests for core and restricted grants as per schedule and update amounts received in tracker systems.

Your skills and experience

• Bachelor or Master Degree in accounting or finance, or other relevant field;
• Minimum 6 months’ work experience in a similar role;
• Excellent command of English. Knowledge of French and/or Spanish is a plus;
• IT literate, with excellent knowledge of Excel; preferably experienced with accounting software such as WinBooks;
• Detail-oriented and able to demonstrate careful attention to routine systems and procedures;
• Legally entitled to work in Belgium (EU citizen or currently in possession of a Belgian work permit).

What we are offering

• 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

Start date: June 2024

The selected candidate will need to reside in or relocate to Belgium when the employment contract starts.