Program Officer (Common Ground Program)

Position description

The European Fund for the Balkans (EFB) is a joint initiative of European foundations (Erste Foundation, Robert Bosch Stiftung, and King Baudouin Foundation) that envisions, runs, and supports programs aimed at strengthening democracy and peace, fostering European integration, and affirming the role of the Western Balkans in addressing Europe’s emerging challenges. With a strong focus on building regional solidarity in all its activities, EFB has become a well-recognized actor of regional cooperation since 2008. 

With its Common Ground Program: Expanding Trust, Solidarity, and Dialogue in the Balkans (CGP), the EFB strives to support local, national, and regional initiatives and actors working on transcending ethnic boundaries and reducing tensions between communities and groups across the Balkans. The program aims to counteract polarization and promote constructive dialogue, particularly in areas where divisions between people, communities, and institutions have intensified. EFB supports a cooperative partnership and a demand-driven approach. 

We seek a Program Officer who will run the day-to-day administrative and programmatic, financial, and grants back-office operations of CGP together with the Program Manager. The Program Officer (PO) also ensures accurate budgeting, audit-ready documentation, and timely, transparent grant cycles. The PO works closely with the Program Manager (PM), other members of the EFB team, and external partners/grantees. 

This is a full-time position. We welcome applications from candidates from the Balkan countries: Albania, Bosnia and Herzegovina, Croatia, Kosovo, Montenegro, North Macedonia, and Serbia. 

Requirements

The EFB is looking for an eligible candidate who has professional competence in: 

I Grant-making & grantee support 

• Provide administrative and programmatic support for the CGP’s grant-making function from start to finish to ensure clear, transparent, timely and orderly processes. 
• Contribute to the preparation and circulation of the calls for proposals and implementation of the grantee selection process. 
• Ensure that information about the grant-making is clear and easily accessible to all potential partners. 
• Prepare contracts and follow up contractual obligations, ensuring that grantees deliver as expected. 
• Provide support to grantees and advice on calls for proposals, identify and flag areas of strengthening/capacity development of grantees during project implementation. 
• Gather and process all disbursement and reimbursement requests from grantees. 
• Contribute to the constant improvement of the grant making practice by sharing lessons and evidence-based recommendations. 

II Logistics, operations, and budget tracking 

• Plan, schedule and spearhead the logistical arrangements of on/off-line meetings, workshops and other convenings organised by the fund (accommodation, travel, venues, catering, etc.). 
• Ensure contractors act as per agreements and track payments to fit within the CGP’s budget. 
• Provide operational and programmatic support to ensure effective, meaningful and relevant discussions, meetings and convenings across the CGP. 
• Ensure that the fund’s website and social media channels are regularly updated with relevant information. Support the dissemination phase of the call for proposals and/or support other outreach modalities. 
• Act as the CGP’s contact point for grantees and other organisations in the field, providing swift and engaging responses to queries. 

III Culture & collaboration 

• Contribute to forming and maintaining a healthy working culture, for example, by adhering to and promoting EFB’s values. 
• Contribute to the CGP’s monitoring processes, by sharing and consolidating progress reports and other relevant information. 
• Apply a collaborative approach to all aspects of work within the EFB and with stakeholders. 

IV Minimum qualifications 

• 3–5 years’ experience in program/grant support, administration, or finance in civil society/philanthropy or adjacent fields. 
• Strong program management skills.
• Strong budget literacy; confident with Excel budget trackers and documentation for audits. 
• Clear, concise writing; confidence coordinating logistics; attention to detail; organised and deadline-driven. At EFB, English is the working language; therefore, fluency is a must. 

Application instructions

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