Eastern Partnership Civil Society Forum

Vacancy: Programme Manager

The Secretariat of the Steering Committee of the Eastern Partnership Civil Society Forum is accepting applications for the vacancy of Programme Manager/Finance Manager. 

Job location: Brussels, Belgium

Start date: March 2014

Time period: until 31 December 2014 with a possibility of extension

The Secretariat of the Eastern Partnership Civil Society Forum is looking to fill in the position of the Programme Manager/Finance Manager. The person in the position will be responsible for the production of the 2014 edition of the European Integration Index for the Eastern Partnership countries (more info here in cooperation with partner organisations and will be involved in other projects and events of the Eastern Partnership Civil Society Forum administered by its Secretariat in Brussels. The person in the position will also perform the responsibilities of the Financial Manager for the small office.

Ideally we are looking for the person who has necessary experience and expertise to exercise both components of the position (programme management and financial management), however the option for filling in the part-time position of Financial Manager and the part-time position of Programme Manager can be considered. Please specify what would be your preferable option in your cover letter. The candidates that have already submitted applications for the recently announced Finance Manager position at the Secretariat and would like to be considered for the full-time position are requested to reapply.

1. Requirements for the Programme Manager component/position:

-Advanced degree in International Affairs, Politics, International Development or similar

-Strong manager with more than 5 years of experience in a similar position who can coordinate a geographically-dispersed team and deliver results according to the agreed plan;

-Strong knowledge of the Eastern Partnership countries, their relations with the EU, and in general a strong abilities to analyse policies;

-Excellent writing skills in English;

-Fundraising and proposal writing experience is desirable;

-Problem-solving skills and proactive approach, as well as the ability to drive the process is essential;

-Good knowledge of Russian is desirable;

List of responsibilities of the Programme Manager (50 per cent of the time):

- Coordination and administration of the development of the 2014 edition of the European Integration Index for Eastern Partnership countries including:

Communication with partner organisations in the EaP countries and EU member states and experts on producing the Index;

Updating Index webpage; writing news items about on public events dedicated to Index, updating Facebook page;

Preparation of funding request for next edition (analysis the budget and its structure of previous edition’s preparation); communication and providing reporting to donors;

Responsible for the financial matters with regard to Index development;

Organisation of the advocacy in Brussels (providing logistics, including hotel reservation and purchase tickets for international experts) and together with the Director of the Secretariat representing the project at public events on relevant topics in EU and EaP countries;

In cooperation with National Platforms of the Eastern Partnership Civil Society Forum organising advocacy events in Tbilisi, Chisinau and Yerevan;

Communication with EU institutions in Brussels, dissemination the information about the Index as the instrument of monitoring and its annual results; and distribution of hardcopies among the EU institutions;

Contributing to the narrative preface of each Index edition

Communication with web development company and web designer (site and edition);

Other duties as required.

2. Requirements for the Finance Manager component/position:

- Relevant degree

- Minimum of 2 years related finance or general administration experience, including grants management and budget preparation, preferably in an international environment; 

- Intermediate to Advanced Excel skills

- Strong understanding of compliance with grants regulations and experience in submitting financial reports to the European Union, and other donors would be an asset; 

- Strong ability to establish priorities, work within tight timelines and multi-task; 

- Ability to work under minimal supervision with high level of resilience; 

- Excellent knowledge of English and preferably good command of Russian;

- be methodical, accurate and organised;

- be able to respect strict confidentiality.


List of responsibilities of Financial Manager component/position (50 per cent of the time)

  • Preparing Secretariat’s annual operating budget and other projects’ budgets when needed;
  • Processing of all day-to-day financial transactions, including invoices, purchase orders, expense reimbursements of the Secretariat and its staff;
  • Preparing financial reports in accordance with the terms and conditions specified by donors; 
  • Monitoring budgets including recommending effective approaches to track and manage these budgets;
  • Producing financial analysis for use in planning and decision making;
  • Responsible for compliance with donors’ requirements for audit;      
  • Maintains and updates accurate administrative and financial project data and prepares monthly submissions to the accountant;
  • Liaises with auditors, donor agencies/ministries, financial services of partners and vendors; 
  • Carries out all Secretariat’s purchasing activities; ensures satisfactory delivery of goods or services;
  • Prepares contracts and liaises with contractors and consultants to ensure satisfactory delivery of services;
  • Manages petty cash; 
  • Prepares travel-related documents and supports other staff members in event management when necessary; 
  • Liaises with building management on common services issues;
  • Ensures adequate maintenance of office space and facilities services; 
  • Exercises control over non-expendable property, supplies and materials; 
  • Performs any other duties as required.

Applications and interviews

CV and motivation letter should be sent to by midnight CET the 2nd of March 2014 with the reference: “Programme Manager/Finance Manager”. Only candidates selected for interview will be contacted. The interviews will be conducted in Brussels in early March.

About the Forum and the Secretariat

The Eastern Partnership Civil Society Forum 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 partner countries. It works to support the activities of the Steering Committee and enhance the visibility of the Forum. 

Project funded by the European UnionEU