Financial & Compliance Assistant, Ukraine Programs

German Marshall Fund Of The US•Brussels, DC

About The Position

The German Marshall Fund of the United States (GMF) Brussels Office is hiring a part-time Financial & Compliance Assistant for Ukraine-focused grant programs concerning recovery, governance, civil society resilience, and EU accession. The role supports strict administrative compliance, accurate financial accounting, and transparent reporting under international donor standards. The assistant has primary operational responsibility for personnel documentation, salary cost calculations, timesheets, voucher verification, procurement compliance, and co-implementor financial tracking. The assignment is scheduled to run from November 1, 2026, through October 31, 2027, for 12 months. The position is a 40% involvement arrangement, equivalent to two days per week, with a possibility of remote work. The monthly salary expectations for this 40% arrangement are EUR 13,120–19,680 gross, depending on relevant experience and qualifications. The opportunity is also open to freelancers. Applicants must be authorized to work in the EU as an EU citizen or hold a valid Belgian work permit for the start and full duration of the contract.

Requirements

Bachelor’s degree in Accounting, Finance, Business Administration, Public Administration, Economics, or a related field; equivalent professional experience in grant administration will also be considered.
Applicants must be authorized to work in the EU as an EU citizen or hold a valid Belgian work permit at the start of and throughout the contract.
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.
Advanced proficiency in Microsoft Excel, including formulas, cell linking, cross-table auditing, and handling financial templates.
Proficiency with Microsoft Dynamics 365 and general MS Office applications.
Exceptional attention to detail, strong mathematical accuracy, and the ability to independently reconcile complex timesheets, payslips, exchange rates, and procurement files.
Fluent written and spoken English.
Ability to manage strict multi-period reporting deadlines, prioritize administrative workflows, and work constructively in a collaborative team environment.

Nice To Haves

A Master’s degree is a strong asset.
Experience with EU and/or German donors is preferred.
Familiarity with institutional donor reporting requirements, especially EU and/or German grant financial administration, is a strong advantage.
Working proficiency in Ukrainian and/or German is an asset.

Responsibilities

Collect, process, and reconcile monthly payslips, contracts, and leave and sick-day records for project staff across reporting periods.
Prepare, calculate, and verify monthly salary cost calculations, including net working days, hourly rates, gross salaries, and employer contributions.
Complete, cross-check, and maintain monthly timesheets for project members, align daily hours with proportional time allocations, and obtain required signatures.
Collect, audit, and organize financial supporting documents, including invoices, travel receipts, boarding passes, per-diem sheets, hotel bills, and honorarium contracts.
Maintain chronological voucher logs, cross-reference internal accounting numbers, and verify applicable bank and InforEuro exchange rates.
Support the Grants team in completing financial reporting templates.
Prepare activity-based cost forecasts and budget-line schedule updates for formal disbursement requests.
Monitor budget-line expenditure thresholds, certify project-related costs, and flag budget shifts.
Act as the administrative contact for the project co-implementor on financial rules, activity alignment, voucher requests, and timesheet submissions.
Review the co-implementor’s financial inputs, timesheets, and activity plans before fund transfers.
Participate in weekly coordination calls with partners and the donor organization.
Prepare procurement documentation for contract awards, including collecting and evaluating comparative offers.
Maintain low-value procurement memos and the project inventory list for project-related equipment.
Prepare, organize, and archive financial, personnel, and activity audit files for intermediary and final audits.
Respond to donor requests for ad-hoc evidence and clarifications within required timelines.
Participate in weekly coordination meetings with the Grants team.