Programme Administrative Coordinator (East) - 2 Positions

Job description

EED is looking for two Programme Administrative Coordinators to support its flexible democracy support work in the Eastern Neighbourhood and beyond, with the following focus:

  1. Focus on EED’s programmes in Ukraine and the Eastern Partnership.
  2. Focus on EED’s programmes in Eurasia

Main functions of the post: 

  • Supporting the implementation of a number of EED grants in the Eastern Neighbourhood and beyond in close coordination with relevant EED staff;
  • Supporting the relevant Programme Staff in monitoring EED grantees, including assessment of narrative reports and communication with grantees;
  • Assisting the preparation of reports and other documentation for submission to the relevant donor, with a specific focus on capturing, collecting and recording data, in particular for media grants
  • Supporting assessments of applications and preparing recommendations for EED funding and providing  guidance to EED applicants and grantees;
  • Assisting in outreach activities and coaching of new potential EED grantees.

 Duties and Responsibilities:

 

 

The selected candidate will work under the guidance of the relevant Programme Officer(s) and reports to the Director of Programmes and shall be responsible for (in addition to the above-mentioned):

 

  • Drafting comprehensive narrative reports for EED’s donors and ensuring timely submission of such reports (with all required supporting documents);
  • Supporting development of programme related documents for the assigned countries
  • Assisting the monitoring of the progress of initiatives supported by EED, including assessing narrative reports, collecting information on the initiative from other sources , in particular for media grants
  • Supporting liaison with the grantees to provide assistance and advice regarding the activities carried out including advice on donor regulations;
  • Assisting the assessment of incoming applications and communication with applicants during the review process, providing coaching when needed;
  • Supporting liaison between the grantees and EED’s Communications team to ensure the visibility of the initiatives;
  • Assisting Programme Officers in liaison with the Monitoring and Evaluation Manager.
  • Carrying out on-site monitoring missions, as required;
  • Performing other related tasks as required.

Requirements

Key eligibility and selection criteria

 

A. Conditions for eligibility:

    • preferably be a national or having permanent residence permit of one of the EU/EEA countries or Switzerland;
    • be entitled to his/her full rights as a citizen;
    • have completed any obligations imposed on him/her by the laws concerning military service;
    • be physically fit to perform his/her duties.

 

B. Essential selection criteria

 

Level and type of formal education:

    • degree in Economics, International Affairs, Political or Social Science, Law, International Development or related discipline  

Professional experience:

    • at least two years of proven full-time professional experience in civil society-related projects and programmes;
    • demonstrated track record in grant-making and/or project management (including reporting);
    • experience in working with democracy-support donors in government and/or international organisations and/or from civil society.
    • experience in working with civil society in the EU Eastern Neighbourhood.

Functional competencies:

    • full professional working knowledge of English;
    • thorough working knowledge of Russian (ability to liaise with grantees and assess narrative reports); other regional languages an asset;
    • good knowledge of grant-making and project management;
    • substantive understanding of political issues and trends in the Eastern Neighbourhood as well as EU policies towards the region;
    • field work experience that includes working in the Eastern Neighbourhood or Eurasia would be an asset;
    • Experience with media support and monitoring would be an asset;
    • solid ICT skills;
    • 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 develop strong working relationships internally and externally at all levels;
    • high personal and professional culture;
    • ability to work in a multicultural environment;
    • readiness for duty travel.

4. Application

Please make sure you meet all required qualifications and experience before applying. Applicants must upload a cover letter, a CV (in the Europass format), and contact information for three references via the EED website.

 

Failure to submit these three documents shall result in the exclusion of the applicant concerned from the selection procedure.

 

Applications should be made online using “apply” panel on this page. 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 3 January 2019, midnight (Brussels time). Interviews will be planned in Brussels for short-listed candidates. A written test may be organised.

 

The applications will not be returned to candidates but will be kept on file by the EED. The information provided in the applications is subject to EU legislation on protection of personal data and confidentiality of information.

 

  1. Terms of contract

EED is not an international organisation or EU institution and its employment contracts are fully based on Belgian Employment Law.

 

Indicative NET salary is around €2,200 per month. An initial fixed-term contract of one year will be offered, renewable for a second year subject to satisfactory performance and availability of funds.

 

The contract will be a fixed term contract, and no renewal is foreseen beyond the end of the second year.

Expected start day at EED: February / March 2019 Working place: EED Secretariat located in the centre of Brussels, Belgium.