Programme and Grants Officer (French-Speaking)

European AI and Society Fund

Hours
37.5 hours per week

Length of contract
1 year

Start date
March 2026

About the Organisation

European AI & Society Fund mobilises a powerful public interest community in Europe to fight for Artificial Intelligence that serves people, society and planet. We award grants, build the field, fundraise and forge collective strategies. With funding from our 17 partners, we currently support more than 50 organisations around Europe. We are hosted by the Network of European Foundations (NEF) and run by a small expert team based in Belgium, France and Germany.

About the role

The European AI & Society Fund has experienced significant growth over the past years and is set to continue to expand the number of foundation and grantee partners. As our Programme and Grants Officer, you will play a crucial role in ensuring the smooth running of our operations. You will be responsible for the coordination and administrative and financial support of the European AI & Society Fund in close collaboration with its hosting partner, the Network of European Foundations (NEF). The position is based at NEF’s Brussels Office in Philanthropy House on Rue Royale 94. You will report to the EAISF Programme Manager and coordinate with the NEF Operations Team.

Responsibilities

Grants Management:

• Assist with the dissemination of calls for proposals.
• Assist with the logistics linked to the evaluation of project proposals.
• Conduct due diligence for potential grantees and monitor changes, particularly where concerns are flagged.
• Draft grant agreements and coordinate the contracting process.
• Follow up on contractual obligations and address grantees’ requests in collaboration with colleagues.
• Keep our grants management system and other information management systems updated.

Financial Management:

• Collect requests for payments and reimbursements, checking that the information is complete, and liaising with NEF to ensure timely processing.
• Liaise with NEF for all financial disbursements to ensure proper recording of expenditure and income.
• Support the EAISF team in financial planning and budgeting by providing up-to-date information.
• Support grantees on questions relating to finance in collaboration with colleagues.

Contracts Management:

• Draft the contractual agreements with grantees, donors and consultants and liaise with NEF to manage signature, filing, reporting, request for payments and other relevant updates in our grants management system.

Operations, Logistics & Events Management:

• Help schedule and organise online and in-person meetings for the EAISF stakeholders network.
• Coordinate minute taking & recordings and share these through appropriate channels.
• Coordinate the organisation of in-person meetings.
• Support team members with travel arrangements.
• Help prepare meeting documents.
• Develop and ensure the smooth operation of systems by improving existing IT, data management, internal communications, and filing systems.
• Support the EAISF's Co-Directors with diary management.

External Communications:

• Manage the generic European AI & Society Fund email address (info@) and respond to or redirect enquiries promptly.

Skills, Competencies, Experience & Attributes

Knowledge & Experience:

• Experience in administrative support roles (2+ years).
• Track record in project management.
• Excellent spoken and written English and good command of French.
• Former experience in grant-making institutions is desirable.

Skills & Abilities:

• Organisational skills and the ability to stay on top of many large and small tasks simultaneously, excellent time management skills.
• Excellent attention to detail.
• Hands-on, problem-solving, proactive attitude.
• Excellent communication skills.
• An outstanding team player, including in remote work settings, with experience working with online collaborative tools.
• Computer skills: MS Office suite.

Personal Style and Behaviours:

• Commitment to the vision, mission and values of the European AI & Society Fund and its hosting organisation NEF.
• Actively encourages and feels at home in a diverse and inclusive working environment with experience supporting diversity, equality, and inclusion in workplaces.
• Ability to engage with a wide range of external stakeholders.
• A sense of humour, humility and collegiality.
• Capacity for self-reflection, a commitment to learning and growth and a willingness to ask for and receive help.
• Comfortable and able to work within a remote team.

Compensation & Benefits

• Holiday pay, Additional benefits
• Homeworking allowance
• Phone allowance
• Meal and eco vouchers
• Extra holidays
• Enrolment in a pension scheme and hospitalisation insurance.

Conditions of employment

• You must have the right to work in the European Union.

Working locations

• Hybrid model, working in the Brussels office and remotely
• Occasional travel is required

How to apply

• Interested candidates are invited to apply online

Interviews

• Interviews with shortlisted candidates will take place during the week of the 2nd of February, and final interviews during the week of the 16th of February

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