Financial & Compliance Assistant, Ukraine Programs

Description:

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 …