Programme and Grants Officer

Jobinhalt

• Full time (possibility to work 80%)
• Gross Salary: Euro 3,000 -3,600 FTE depending on experience + benefits
• Location: Brussels
• Deadline for applications: 17 September 2023
• 1st Round Interviews (in person) to be held on 26 September 2023
• Please apply on our application page (https://apply.workable.com/j/67692773FC)

About CivitatesCivitates is a philanthropic pooled fund that was established in 2018 to defend and promote democracy and civic space in Europe. Since its inception, it has supported 50 organisations in 18 countries with a total amount of € 10 million.In 2023, Civitates recruited a new Director and undertook a strategy refresh process to take stock of its progress and hone its focus. Building on lessons learnt during its first five years of existence and considering the evolving landscape, the Civitates donor partners committed to continuing their collaboration around a shared vision and mission and three collective goals for the next five years:

• To strengthen the ecosystem for and space in which independent civil society and media operate as a means to promote collective engagement in public life.
• To foster a pluralistic public debate (online and offline), counter disinformation and address the impact of new technologies on democracy.
• To act as a catalyst for effective private and public funding for democracy and civic space in Europe

Civitates’ grant making and capacity building programmes are structured along three portfolios or “sub funds” that together contribute to the achievement of the goals:

• Civic Power – to strengthen the resilience of pro-democracy civil society organisations and coalitions.
• Tech and Democracy – to promote a safe and inclusive Internet that promotes rather than undermines democracy and hold Big Tech to account
• Media – to preserve the existence of independent, public interest journalism across Europe

Today, Civitates is a strong community of 18 like-minded foundations which bring diverse expertise and extensive networks. These foundations are united in their resolve to pool their resources and knowledge together with a view to scaling the support available for pro-democracy actors, learning from each other, and experimenting with new approaches in defense of democracy and civic space in Europe.All Civitates foundation partners sit on the Steering Committee and participate in strategic grant making decisions through their involvement in the working groups of their choice, which oversee each of the three sub funds.Civitates is hosted by the Network of European Foundations (NEF) in Brussels and has a small team of four staff.About The RoleThe Programme and Grants Officer is responsible for managing the operational aspects of Civitates’ grant-making and convening functions. It is an important role that supports the effective and efficient delivery of Civitates’ grant-making and capacity building programmes.The Officer is expected to provide administrative, budgetary and logistical support across Civitates’ portfolios and to service Steering Committee meetings and other convenings, both on-line and in-person.The role reports to the Civitates Director and supports Civitates’ work across its three portfolios, working closely with the Civitates Programme Managers and in collaboration with NEF.We are a small team delivering a big, challenging and urgent mission. We are looking for someone who will bring passion, curiosity, and initiative, with a practical and positive approach. Key responsibilitiesGrants management

• Provide administrative support for Civitates’ grant-making function from start to finish (from issuing calls for proposals, reviewing and selecting proposals, due diligence, grant agreement, contracting, monitoring and reporting) to ensure clear, transparent, timely and orderly processes.
• Ensure that Civitates’ grant management processes comply with NEF’s procedures/frameworks and guidelines, working in close cooperation with NEF throughout the grant-making pipeline
• Contribute to the constant improvement of the grant making practice by sharing lessons and evidence-based recommendations

Financial management

• Liaise with NEF for all financial disbursements to ensure proper recording of sub-fund expenditure and income.
• Help manage the Civitates’ multi-annual budget as approved by the Steering Committee.

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 Civitates donor partners, including by keeping track of donor requirements.

Logistical arrangements for programme activities

• Plan, schedule and spearhead the logistical arrangements of on/off-line meetings, workshops and other convenings organised by Civitates (accommodation, travel, venues, catering, etc.).
• Help prepare meeting documents (practical information, lay-out and formatting of meeting materials, etc).
• Gather and process all reimbursement requests from meeting participants.

External communications

• Manage the generic Civitates email address, responding to or re-directing enquiries in a timely fashion.
• Ensure that the Civitates website is regularly updated with relevant information.
• Actively manage Civitates’ social media channels.
• Contribute to the development of Civitates’ e-newsletter to keep the field informed of key developments and resources.
• Assist with the production of the Civitates annual report.

RequirementsPerson specificationsKnowledge And Experience

• Experience in administrative support roles (5+ years).
• Proven track record in project management.
• Excellent spoken and written English and French.
• Former experience in grant-making institutions desirable.

Skills And Abilities

• Outstanding 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.

Personal Style and Behaviours

• Commitment to the vision, mission and values of Civitates.
• Actively encourages and feels at home in a diverse and inclusive working environment – commitment to and 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.

BenefitsWhat We Offer

• A Belgian employment contract: full-time (37.5 hours per week). Possibility to work on a part-time (80%) contract.
• A competitive monthly gross salary ranging from 3,000 to 3,600 €; annual gross from 36,000€ to 43,200 € (based on experience). This is an international range based on 12 months of salary, and the Belgian range with the 13th salary, paid holidays and meal vouchers will be different.
• Additional benefits include extra holidays, pension scheme, hospitalisation insurance, flexibility of working from home (up to 2 days per week) and homeworking allowance, etc.
• An inclusive work culture that values diversity within a driven team

Please note:

• The role is expected to be based in Brussels and can travel to the office on a daily basis. Fully remote working won’t be considered.
• EU Citizenship or a Belgian Residence Permit status is required for this role.
• The application will close on 17 September. Our first round of interview will take place in person on 26 September at NEF Office (Philanthropy House, Rue Royale 94, 1000 Brussels). The selected candidates will be contacted in the week of 18 September

How to Apply:Please click the button ’Apply for this job’ via our application page (https://apply.workable.com/j/67692773FC) and upload the required information. Thank you.