Finance and Grants Manager

The Secretariat of the Steering Committee of the Eastern Partnership Civil Society Forum (EaP CSF Secretariat) is accepting applications for the position of Finance and Grants Manager, who will be directly responsible to the Director of the EaP CSF Secretariat.

Start date: ASAP
Type of contract: Permanent contract – 90%

Specific duties of the Financial and Grants Manager include:

Financial management
  • Prepare Secretariat’s budget and other projects’ budgets when needed;
  • Monitor budgets and recommend effective approaches to track and manage budgets in order to produce financial analysis for planning and decision-making;
  • Process all day-to-day financial transactions, including invoices, purchase orders, expense reimbursements of the Secretariat and its staff;
  • Prepare monthly submissions to the accountant for bookkeeping;
  • Carry out all Secretariat’s purchasing activities;
  • Prepare contracts and liaise with service-providers and consultants to ensure satisfactory delivery of services;
  • Manage payroll;
  • Manage cash flow;
  • Manage petty cash;
  • Liaise with auditors to prepare audits of grants and of annual accounts;
  • Prepare documents for presentation of Annual Accounts to the Board of Directors;

IMPORTANT: depending on the profile of the candidate (accountant), the accounting function which is currently outsourced may be internalised and the position may be extended to full-time.

Grants management
  • Ensure accurate, timely, efficient and transparent management of grants;
  • Ensure compliance with all donors’ requirements (both financial and administrative) and keep up-to-date with these requirements;
  • Responsible for the proper implementation of the procurement procedures;
  • Financial and grants management responsibility of the Financial Support to Third Parties of the EaP CSF Secretariat under the project funded by the EC including updating and/or drafting guidelines for applicants, supporting the selection procedure, revising contracts with grantees, ensuring timely disbursement of instalments, ensuring adequate and timely receipts of financial reports, and building and maintaining relationships with grantees. On these duties, the Finance and Grants Manager will work in close collaboration with the Advocacy Manager.
  • Advise or update policies and procedures for grants management and ensure they are taken into consideration and shared within the Secretariat staff;
  • Prepare financial reports in accordance with the terms and conditions specified by donors;
  • Provide input into the development of the funding strategy and co-financing;
  • Perform any other duties that may be assigned or required.
Candidate's profile
  • Bachelor’s degree in Finance, International Management, Business Administration or related field.
  • Minimum of 3 years of previous accounting and/or finance-related experience preferably in an international environment;
  • In-depth knowledge of rules and requirements of donors in particular the European Union, and other donors;
  • Ability to exercise the highest level of discretion and confidentiality in carrying out the duties
  • Intermediate to Advanced Excel skills
  • Strong ability to establish priorities, work within tight timelines and multi-task;
  • Ability to work under minimal supervision with high level of resilience;
  • Good team player with strong inter-personal skills;
  • Excellent knowledge of English and preferably good command of Russian;
  • Be methodical, accurate and organised.
What we offer
  • Permanent contract (between 90% and 100% depending on the profile and experience)
  • Attractive salary
  • Benefits package including lunch vouchers and transport allowance.
Recruitment Process

Please submit (in English) to

  • Your CV
  • A one-page motivation letter
  • Two referees

Deadline for applications is June 10, 2018.

About the Forum and the Secretariat

The Eastern Partnership Civil Society Forum (EaP CSF) was established in 2009 and aims to support Eastern European countries’ sustainable reform process with a view to accelerating their political association and economic integration with the EU. The Forum strengthens the diversity and plurality of public discourse and policymaking by holding governments and public authorities accountable to the commitments made in the joint declaration of the Prague Eastern Partnership summit, signed by the EU and the governments of the six Partner countries. See for further details.

The Secretariat of the Forum was registered in 2012 as an international non-profit organisation in Brussels, Belgium. The Secretariat serves as an information, coordination and expertise hub for the participants of the Forum, the bodies of the Forum, and stakeholders in Brussels and Eastern Partnership countries. It works to support the activities of the Steering Committee and enhance the advocacy and visibility of the Forum.