Project and Communications Officer

This is a fully remote position, open to applicants in Belgium, +2 more countries.

📋 Description

• Assist in the administration of grants throughout the entire grantmaking cycle, which includes documentation, tracking, reporting, and record-keeping.

• Oversee contractual obligations and ensure follow-up on reporting requirements and deliverables.

• Aid in the preparation and dissemination of open calls and assist with coordinating selection processes.

• Process payment requests and expense reimbursements in accordance with NEF policies and procedures.

• Collaborate with NEF regarding financial disbursements, ensuring the precise recording of both expenditure and income.

• Provide administrative support to Fellows and partners concerning financial processes and requirements.

• Assist in the preparation and management of agreements with Fellows, suppliers, and funding partners.

• Coordinate tender and procurement activities, including drafting and distributing requests for proposals and communicating with applicants.

• Work with NEF to facilitate the administration of contracts and related documentation.

• Help prepare and submit reports to funding partners.

• Offer operational and administrative support for meetings, workshops, events, and other program activities.

• Prepare and organize meeting materials, agendas, and minutes.

• Contribute to the enhancement of internal systems, data management, and filing processes.

• Manage the Alliance's general inbox, responding to or directing inquiries as necessary.

• Assist in drafting and planning newsletters, website updates, social media content, and other communication materials related to events and annual reports.

• Support communications with Fellows, funding partners, suppliers, and other stakeholders.

⛳️ Requirements

• At least 2 years of relevant professional experience in project coordination, program support, administration, financial coordination, communications, or a similar role.

• Exceptional organizational abilities, with a capacity to manage multiple tasks, priorities, and deadlines simultaneously, alongside a keen attention to detail.

• Proficient in written and spoken English, with the capability to draft clear and engaging communications tailored to various audiences.

• Confidence in utilizing digital communication tools, including website content management systems, newsletters, and social media platforms.

• A collaborative and relational working style, with a strong aptitude for building and maintaining productive relationships with individuals from diverse backgrounds, both in person and online.

• Ability to work autonomously and manage priorities within a part-time framework.

• Proficient with PC and MS Office applications.

• A strong interest in socially engaged arts or community-driven practices, along with a solid understanding of the European arts and cultural sector.

• Knowledge of or experience working within philanthropy, grantmaking, or the charitable and non-profit sectors in a European context.

• Experience working on international or multi-partner projects.

• Familiarity with design and production of multimedia content (video, graphic design, illustration, or audio).

🏝️ Benefits

• Contract type: Six-month term, with the potential for extension. Depending on the candidate's country of residence, engagement will be as either an employee or freelancer. Candidates located in Belgium, France, or Germany will receive a local employment contract, while those based elsewhere will be engaged as freelancers.

• Days: 3 days per week, with regular working days to be agreed upon at the commencement of the contract.

• Fee: €150 gross per day. This amount is the total fee payable to the selected candidate, and any VAT applicable under the contractor's local tax laws must be included within this sum.

• Location: Fully remote work, with occasional travel for meetings and events in Europe (approximately 2-4 trips during the contract duration). Applicants must reside in the EU or the UK and have the right to travel for work without the need for visa sponsorship, as we cannot provide immigration or visa support for this position.

• Preferred start date: October 2026, with flexibility for an earlier or later start depending on the availability of the selected candidate.

• Reporting to: Senior Programme Manager.