Programme and Grants Officer
il y a 4 semaines
**- **Full time (possibility to work 80%)**
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- **Gross Salary: Euro 3,000 -3,600 FTE depending on experience + benefits**
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- **Location: Brussels**
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- **1st Round Interviews (in person) to be held on 26 September 2023**
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**About Civitates**:
Civitates 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 Role**
The 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 logístical 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 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 logístical arrangements of on/off-line meetings, workshops and other convenings organised by Civitates (accommodation, travel, venues, catering, etc.).
- Help prepare meeting documents (practical information,
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