Starting Date: November 1, 2026

Duration of Assignment: November 1, 2026 – October 31, 2027 (12 months, for the length of the project)

Part- time arrangement: 40% of involvement, 2 days a week with a possibility of remote work

Background

The German Marshall Fund of the United States (GMF) Brussels Office is implementing multi-stakeholder grant programs focused on Ukraine’s recovery, governance, civil society resilience, and EU accession trajectory. GMF is seeking a dedicated part time Financial & Compliance Assistant to ensure strict administrative compliance, precise financial accounting, and transparent reporting under international donor standards.?

The Financial & Compliance Assistant will take primary operational responsibility for personnel documentation, salary cost calculations, timesheets, voucher verification, procurement compliance, and co-implementor financial tracking across all project activities.?

Requirements

Objectives and Tasks

Personnel & Payroll Documentation:
Collect, process, and reconcile monthly pay slips, contracts, and leave/sick-day records for the project staff members across all reporting periods.?
Prepare, calculate, and verify monthly Salary Cost Calculations, establishing accurate net working days, hourly rates, gross salaries, and employer contributions.?
Complete, cross-check, and maintain monthly Timesheets for all project members, aligning logged daily working hours with proportional time allocations and obtaining required signatures.?
Financial Reporting & Voucher Reconciliation:
Collect, audit, and organize all financial supporting documentation (invoices, travel receipts, boarding passes, per-diem sheets, hotel bills, and honorarium contracts).?
Maintain chronological voucher logs, cross-referencing internal accounting numbers, and verifying applicable exchange rates (bank exchange rates and official InforEuro rates).?
Support the Grants team in completing financial reporting templates.
Disbursement Requests & Cost Forecasting:
Prepare activity-based cost forecasts and schedule updates by budget line for submission with formal requests for disbursement.?
Monitor budget line expenditure thresholds, certifying project-related costs and flagging budget shifts.?
Co-implementor Coordination:
Serve as the administrative point of contact for the co-implementor of the project regarding financial rules, activity alignment, voucher requests, and timesheet submissions.?
Review co-implementor`s financial inputs, timesheets, and activity plans prior to fund transfers.?
Participation in weekly coordination calls with partners and donor organization.?
Procurement Compliance & Asset Tracking:
Prepare procurement documentation for contract awards, ensuring collection and evaluation of the comparative offers.?
Maintain low-value procurement memos for purchases and manage the project inventory list for equipment related to the project.?
Audit Preparation & Ad-Hoc Compliance:
Prepare, organize, and archive complete financial, personnel, and activity audit files for intermediary and final audits.?
Handle ad-hoc evidence and clarification requests from the donor within required timelines, participating in weekly coordination meetings with the Grants team.?

Key Expertise and Experience Required

Education: Bachelor’s degree in Accounting, Finance, Business Administration, Public Administration, Economics, or a related field is required, with a Master's degree being a strong asset. Equivalent professional experience in grant administration will also be considered.
Visa/work permit requirements:? Please note that applicants must be authorized to work in the EU, by being an EU citizen or holding a valid Belgian working permit at the start and for a full duration of the contract.
Grant & Financial Experience: 1–3 years of professional experience in project financial assistance, bookkeeping, administrative support, or grant management within an international NGO, think tank, foundation, or international organization. Ideally experienced with EU and/or German donors.
Donor Knowledge: Familiarity with institutional donor reporting requirements, specifically EU and/or German grant financial administration - is a strong advantage.?
Technical Skills: Advanced proficiency in Microsoft Excel (formulas, cell linking, cross-table auditing, and handling financial templates), Microsoft Dynamics 365 and general MS Office applications.?
Accuracy & Analytical Skills: Exceptional attention to detail, strong mathematical accuracy, and the ability to reconcile complex timesheets, pay slips, exchange rates, and procurement files independently.?
Language Proficiency: Fluent written and spoken English (main working language). Working proficiency in Ukrainian and/or German is a strong asset but not required.?
Organizational Skills: Proven ability to manage strict multi-period reporting deadlines, prioritize administrative workflows, and work constructively in a collaborative team environment.?

Key Expertise and Experience Required

Education: Bachelor’s degree in Accounting, Finance, Business Administration, Public Administration, Economics, or a related field is required, with a Master's degree being a strong asset. Equivalent professional experience in grant administration will also be considered.
Visa/work permit requirements:? Please note that applicants must be authorized to work in the EU, by being an EU citizen or holding a valid Belgian working permit at the start and for a full duration of the contract.
Grant & Financial Experience: 1–3 years of professional experience in project financial assistance, bookkeeping, administrative support, or grant management within an international NGO, think tank, foundation, or international organization. Ideally experienced with EU and/or German donors.
Donor Knowledge: Familiarity with institutional donor reporting requirements, specifically EU and/or German grant financial administration - is a strong advantage.?
Technical Skills: Advanced proficiency in Microsoft Excel (formulas, cell linking, cross-table auditing, and handling financial templates), Microsoft Dynamics 365 and general MS Office applications.?
Accuracy & Analytical Skills: Exceptional attention to detail, strong mathematical accuracy, and the ability to reconcile complex timesheets, pay slips, exchange rates, and procurement files independently.?
Language Proficiency: Fluent written and spoken English (main working language). Working proficiency in Ukrainian and/or German is a strong asset but not required.?
Organizational Skills: Proven ability to manage strict multi-period reporting deadlines, prioritize administrative workflows, and work constructively in a collaborative team environment.?

Monthly salary expectations:

For 40% working time arrangement, salary range of 13,120- 19,680 EUR gross, depending on the candidate’s relevant experience and qualifications.

Employment arrangement: It is a part-time employment opportunity, also open to freelancers.

GMF is an equal opportunity employer.

Salary Description

13,120- 19,680 EUR