Programme Assistant – Engagement Dialogue and Process Design Unit (Maternity cover)

The European Institute of Peace (EIP) is looking for exceptional individuals who share our vision for a world where people live in safety and peace because conflicts and grievances are resolved through inclusive dialogue and lasting political agreements.

We provide practical experience, technical expertise, and policy advice on conflict resolution. We use a variety of tools to help us do this, including analysis, mapping and design of peace processes and agreements, facilitating policy discussions, and proposing practical engagement, for example through inclusive dialogue and mediation support.

Based in Brussels and active in over a dozen countries, the European Institute of Peace is an independent organisation working collaboratively with European decision-makers, the parties to the conflict, and those who represent people suffering from insecurity or at risk of violence, as well as the conflict prevention, resolution and mediation community.

Our innovative approach to peace enables us to be agile, creative, and effective in everything we do, and these are key qualities we look for in our team members. See www.eip.org for more information

We are looking for a Programme Assistant to be part of the Engagement Dialogue and Process Design unit (EDP).

Duties and responsibilities

Reporting to the GLR Programme Manager, the Assistant works in support of the GLR team (team leader, officers and advisors) in the unit, and as part of teams managing the projects, programmes run by EDP or other units. In this context, the Assistant will:

Programmatic support

• Within delegated responsibilities, contribute to the design, development and implementation of high-quality projects and/or programmes to prevent or resolve conflicts with an emphasis on peace process support initiatives which play to Europe’s strengths and aligned with EIP’s Vision, Mission, and Goals;
• Conduct in-depth, project-related research on a variety of aspects – thematic as well as process related, compile briefing materials, and deliver meeting and project reports;
• Monitor developments in relevant conflict contexts and develop knowledge, feeding into the analysis developed by the unit and ensure overall adherence to the Institute’s analytical framework;
• Contribute to team efforts in fundraising, such as monitoring calls for proposals, and mapping donor interests and potential openings for new funding;
• Support team efforts to engage with donors, board members, and stakeholders. This includes setting up meetings and calls and/or drafting of formal and informal correspondence, note-taking and support in internal follow-up;
• In support of senior colleagues, provide ideas and input to possible interventions in the field of peace process support by EIP;

Administrative & managerial support

• Provide operational, administrative and logistical support to the programme team throughout all phases of the project cycle to ensure smooth project delivery;
• Under the supervision of the Programme Manager, contribute to the day-to-day implementation of assigned projects, including large and small events planning and logistical management, travel booking and administrative follow-up, scheduling of meetings at various levels, including protocol for high-level engagements, drafting notes from meetings etc;
• Under the supervision the Programme Manager, and in collaboration with other team members, support in the management of on-going project budgets, contributing to organisation and management of invoice, expense claims and other administrative matters pertaining to working expenses;
• Under the supervision of the Programme Manager, contribute to the drafting of internal and external reports, contribute to the writing of concept notes and project proposals;
• Support in ensuring compliance with internal policies and guidelines, as well as strict compliance with donor rules and regulations in the delivery, the monitoring of programme implementation, expenditures and the reporting, while respecting deadlines;

Internal coordination & team management support

• Under the supervision of the Programme Manager, support team communication, for example by facilitating internal and external communication flows, creating, and maintaining relevant tools and reminder schedules;
• Take part in and when applicable coordinate meetings, within EDP and other units as well as externally, fostering smooth collaboration. Regularly engage with colleagues in the teams to ensure coordination on new and ongoing project activities;
• In collaboration with the team, maintain an up-to-date overview of contacts for each context where EIP is active or where there are potential opportunities, develop and manage contact lists, mappings and tools necessary to ensure regular engagement with stakeholders;
• Coordinate regular and ad hoc internal reporting, ensuring timeliness and high quality of team contributions;
• Work closely with colleagues to compile briefing materials for internal and external audiences and events, including preparation of speeches for senior leadership;
• Any other responsibilities agreed upon with Supervisor.

Profile

• Minimum 3 years of experience in the field of international relations, development, diplomacy, or related area;
• Good knowledge of project cycle management, including budget management experience, essential;
• Knowledge of the political and economic situation of the Great Lakes region under the scope of the programme, of the conflict contexts within those countries, and of the geopolitical developments that are taking place in the region as a whole is an asset;
• Experience in working in multicultural teams in the context of complex programmes or projects, experience in working with/in regional teams or remotely is an asset;
• Excellent in oral and written communication and interpersonal skills;
• Very good communication and people skills;
• Ability to work well under pressure and comply with tight deadlines;
• Meticulous attention to detail and ability to multitask effectively;
• Ability to work independently and as part of a small team;
• Perfect command of English and French is necessary, good command of file relevant second language and good command of another European language is an asset.

The Institute offers

• 5 month fixed-term contract, with possibility of extension to 1 year;
• Salary based on 13.92 months and commensurate to the position and experience;
• Benefits package which includes luncheon vouchers, hospital insurance, pension plan and contribution to transportation;
• 40h/week including 12 RTT days per year;
• Orange SIM card;
• Contribution to teleworking allowance: €15.

Start date: asap.

The successful candidate will need to reside in or relocate to Belgium when the employment contract starts.