The European Endowment for Democracy is looking for a committed and reliable Project Administrative Coordinator (MENA region) to join its Secretariat in early 2018

1-year contract renewable for an additional year subject to performance and availability of funds

The European Endowment for Democracy (EED) is an independent, grant-making organisation, established in 2013 by the European Union (EU) and EU member states to foster democracy in the countries of the European Neighbourhood and beyond.

Since its inception, EED has provided over 500 grants and evolved into a vibrant, innovative and respected member of the democracy support community. EED funds a vast array of pro-democracy actors including human rights and political activists, pro-democratic movements, civil society organisations, independent journalists and media.

This is a great opportunity to join EED in a challenging and varied role. As Project Administrative Coordinator, you will play a key role as part of a small team responsible for monitoring the implementation of a number of assigned EED grants in the Middle East and North Africa (MENA) region and preparing documentation for the relevant donor. Experience in civil society-related projects/programmes in the EU Southern Neighbourhood and a demonstrated track-record in grant-making and/or project management is essential.

Applicants should hold a degree in Economics, International Affairs, Law, Political Science, International Development or a related discipline. Full professional working knowledge of English is required as well as thorough working knowledge of Arabic and French.

Working under the guidance of the relevant Grants and Programme Officers and reporting to the Director of Programmes, the position consists of:

Main functions of the post:

  • Monitoring and supporting the implementation of a number of assigned EED grants in the MENA region in close coordination with relevant EED staff;
  • Providing guidance and assistance to implementing organisations/grantees as to the substantive, technical and financial management of the grants (in English, Arabic and French);
  • Preparing documentation for submission to the relevant donor.

Duties and Responsibilities:

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

  • Tracking activities undertaken by the grantees to ensure compliance with project objectives and timeframe, including monitoring the technical and financial implementation of the projects;
  • Supporting liaison with the grantees to provide assistance and advice regarding the activities carried out, including support in preparing requests for addenda regarding changes in activity plans and budget revisions;
  • Supporting assessment of narrative reports;
  • Directly reviewing financial reports (and all related supporting documents/invoices submitted by grantees) in order to verify eligibility of expenses;
  • Sending consolidated feedback on financial and narrative reports to grantees;
  • Commissioning/coordinating English translation of narrative reports (and/or any other key documentation) submitted by the implementing partners in a language other than English or French;
  • Keeping track of project expenditure by financial year; and liaising with relevant colleagues to keep track of funds received from the donor and/or funds to be reimbursed to the donor in each financial year;
  • Collecting, verifying and aggregating data related to substantive, technical and financial implementation related to the different projects/ project components;
  • Drafting comprehensive narrative and financial reports for EED’s donor and ensuring timely submission of such reports (with all required supporting documents), in compliance with contract stipulations;
  • Advising beneficiaries on donor regulations;
  • Supporting liaison between the grantees and EED’s Communications team to ensure the visibility of the projects;
  • Coordinating with EED external consultant(s);
  • Carrying out on-site monitoring missions, as required;
  • Performing other related tasks as required.

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 €2,000 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 fixed term contract, and no renewal is foreseen beyond the end of the second year.
  • Expected start day at EED: mid-January / February 2018
  • Working place: EED Secretariat located in the centre of Brussels, Belgium.