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Programme and Grants Officer

Status: Closed

  • Employment

Organisation: Civitates

Deadline: 17/09/2023

Location: Brussels

Civitates is looking for a Programme and Grants Officer to join their team and be 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.

Key responsibilities

Grants 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.


Knowledge 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 – a commitment to and experience 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

Please note:

  • The role is expected to be based in Brussels and can travel to the office every week. 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.

See more here to learn more and apply.


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