Grants Management and Planning Officer

Function group/grade FG IV
Type of contract Contractual agent
Ref. FRA-CA-NORGC-FGIV-2025
Deadline for applications 15/09/2025 13:00
Place of employment Vienna, AUSTRIA
Contract duration up to 3 years
Monthly basic salary €4,319.72

The European Union Agency for Fundamental Rights (FRA) is organising a selection procedure to draw up a reserve list for the profile of Grant Management and Planning Officer (CA FGIV), to manage the EEA & Norway Grants and planning activities. The Grant Management and Planning Officer is functionally located in the Director’s Office.

Background

The European Union Agency for Fundamental Rights (FRA) provides independent, evidence-based advice to policy-makers, to help ensure full respect for fundamental rights across the EU, for everyone. To this end, the Agency collects and analyses information and data on a range of fundamental rights issues, provides assistance and expertise to EU institutions and to EU Member States’ governments, raises rights awareness, communicates its findings and strengthens cooperation and ties between fundamental rights actors.

The Director’s Office aids the Director in daily management, external representation, and achieving the Agency’s objectives outlined in FRA's founding regulation, aligned with the Management Board’s strategic priorities. The Planning and Programming function within the Office handles strategic planning for all Agency activities, including FRA’s Strategy and Programming Documents and other cooperation instruments. It also monitors FRA's performance, evaluates outcomes, coordinates reporting on achievements, and organises stakeholder consultations for key planning documents.

As part of its strategic planning and programming, the Agency coordinates cooperation with key external partners whose priorities align with its mandate. One such partnership is with the EEA & Norway Grants, which is entering a new phase under revised modalities starting in 2025. These include a dedicated fund for capacity-building and cooperation with international organisations, focused on democracy, the rule of law, and human rights. The cooperation is expected to be integrated into FRA’s planning cycle through a new Framework Cooperation Agreement, reinforcing the alignment between externally funded initiatives and the Agency’s strategic objectives.

Any contract of employment will be for a fixed term, renewable for one further fixed period subject to the availability of funding under the Norway Grants scheme. The new Framework Cooperation Agreement will be in force for a period of seven years, therefore the contact may run for a maximum total period of seven years. Should the duration of the agreement or availability of funding be for less than seven years, the contract duration will be shortened accordingly.

Duties

The selected candidate will support the coordination of the externally funded activities and thereby contribute to the broader planning and implementation processes at FRA. Specifically, the role will entail the preparation and implementation of work plans and projects, ensuring effective internal coordination and maintaining oversight of compliance and reporting obligations as well as serving as the institutional focal point for specific external cooperation frameworks, ensuring alignment with FRA’s strategic and operational priorities.

The role will be carried out under the guidance of the Strategic Planning Coordinator, in collaboration with relevant FRA units.

The successful candidate will be expected to carry out the following tasks:

Planning and Grant Management

  • Coordinate the preparation and submission of annual work plans, project proposals, and reports in accordance with internal planning cycles and donor requirements;
  • Use relevant grant management and reporting systems to support proposal development, approval workflows, and project tracking;
  • Monitor implementation progress against agreed objectives, timelines, and financial allocations, ensuring compliance with applicable funding frameworks, including the EEA & Norway Grants;
  • Ensure timely and accurate financial and narrative reporting, including contributions to reports required by external donors;
  • Support the integration of externally funded activities into FRA’s strategic planning and programming processes, ensuring internal coordination across relevant services and alignment with the Agency’s priorities;
  • Contribute to other planning, programme management and coordination tasks. 

External Relations and Communication

  • Act as coordinator with international partner organisations for FRA’s cooperation with the EEA & Norway Grants; 
  • Prepare for and participate in annual and ad-hoc meetings with donors and external partners, representing the Agency and coordinating follow-up on actions;
  • Maintain ongoing communication with donor coordination offices and ensure consistency and quality in external reporting and documentation;
  • Contribute to the development and implementation of communication strategies that enhance the visibility and impact of externally funded cooperation;
  • Develop and implement a communication strategy to ensure effective dissemination and promotion of project results in coordination with internal and external stakeholders.

Duties applicable to all staff

  • Perform any other related duties assigned by the manager.

Eligibility requirements

Only candidates who meet all of the following eligibility criteria by the deadline for submission of applications will be marked as eligible. Candidates who do not meet one or more criteria will not be considered further.

General conditions[1] 

  • Be a national of one of the Member States of the European Union and be entitled to full rights as a citizen[2];
  • Have fulfilled any obligations imposed by the laws concerning military service;
  • Meet the character requirements as to suitability for the performance of the duties involved;
  • Be physically fit to perform the duties linked to the post[3].

Education[4]

A level of education which corresponds to completed university studies of at least three years attested by a diploma.

Language skills

  • Have a thorough knowledge (level C1) of English, as this is the working language of FRA, and
  • Have a satisfactory knowledge (minimum level B2) of another language of the EU;

The levels indicated correspond to the Common European Framework of Reference for Languages[5]

 

[1] See Article 12 of the Conditions of Employment of Other Servants of the European Union.

[2] Prior to appointment, successful applicants will be required to prove that they do not have any criminal record.

[3] Before being engaged, successful applicants will be required to undergo a medical examination. 

[4] Only diplomas and certificates that have been awarded in EU Member States or that are the subject of equivalence certificates issued by authorities in the Member States shall be taken into consideration. Any certificate of equivalence should be obtained by the deadline for applications.

[5] See https://europass.cedefop.europa.eu/sites/default/files/cefr-en.pdf

 

Selection criteria

In order to select the best-qualified candidates for interview and possible test phase, the Agency will consider the following essential criteria:

  • At least 3 years of professional experience in programme coordination and grant management in an international or non-profit organisation;
  • Proven experience in monitoring programme or project implementation, including the preparation of plans and reports for donors or stakeholders;
  • Demonstrated ability to build and maintain effective relationships with external partners, including at senior managerial level.
  • Experience in developing and implementing communication strategies or plans, particularly in the context of donor-funded programmes;
  • Experience in financial reporting and managing budget and payments for projects preferably within a grant-funded framework;

The following criteria will be considered as advantageous:

  • Proven experience in designing and implementing technical cooperation programmes and projects in the area of human rights, democracy or the rule of law;
  • Proven knowledge of or experience in the thematic areas covered by FRA’s cooperation with the EEA & Norway Grants.

In addition to the essential and advantageous criteria, candidates invited to the interview and test phase will also be assessed against the following requirements:

  • Communication: communicate clearly and precisely both orally and in writing;
  • Analysis and Problem-solving: ability to identify the critical facts in complex issues and develop creative and practical solutions;
  • Working with Others: work cooperatively with others in teams and across organisational boundaries and respect differences between people; create a sense of team spirit by encouraging shared goals and exchange of knowledge and experience;
  • Learning and Development: develop and improve personal skills and knowledge of the organisation and its environment; commit to coach others, share knowledge, and systematically improve working methods;
  • Prioritisation and Organisation: ability to prioritise the most important tasks, work flexibly and organise own and others’ workload efficiently;
  • Quality and Results: take personal responsibility and initiative for delivering work to a high standard quality within set procedures; show clear customer orientation (internal and external); build systematic and methodical processes into projects and work of self and own team;
  • Resilience: remain effective under work pressure, be flexible and adapt to a changing work environment; encourage others to do the same and adjust own and team’s approach to embrace changing circumstances.

Selection criteria

In order to select the best-qualified candidates for interview and possible test phase, the Agency will consider the following essential criteria:

  • At least 3 years of professional experience in programme coordination and grant management in an international or non-profit organisation;
  • Proven experience in monitoring programme or project implementation, including the preparation of plans and reports for donors or stakeholders;
  • Demonstrated ability to build and maintain effective relationships with external partners, including at senior managerial level.
  • Experience in developing and implementing communication strategies or plans, particularly in the context of donor-funded programmes;
  • Experience in financial reporting and managing budget and payments for projects preferably within a grant-funded framework;

The following criteria will be considered as advantageous:

  • Proven experience in designing and implementing technical cooperation programmes and projects in the area of human rights, democracy or the rule of law;
  • Proven knowledge of or experience in the thematic areas covered by FRA’s cooperation with the EEA & Norway Grants.

In addition to the essential and advantageous criteria, candidates invited to the interview and test phase will also be assessed against the following requirements:

  • Communication: communicate clearly and precisely both orally and in writing;
  • Analysis and Problem-solving: ability to identify the critical facts in complex issues and develop creative and practical solutions;
  • Working with Others: work cooperatively with others in teams and across organisational boundaries and respect differences between people; create a sense of team spirit by encouraging shared goals and exchange of knowledge and experience;
  • Learning and Development: develop and improve personal skills and knowledge of the organisation and its environment; commit to coach others, share knowledge, and systematically improve working methods;
  • Prioritisation and Organisation: ability to prioritise the most important tasks, work flexibly and organise own and others’ workload efficiently;
  • Quality and Results: take personal responsibility and initiative for delivering work to a high standard quality within set procedures; show clear customer orientation (internal and external); build systematic and methodical processes into projects and work of self and own team;
  • Resilience: remain effective under work pressure, be flexible and adapt to a changing work environment; encourage others to do the same and adjust own and team’s approach to embrace changing circumstances.

Engagement and conditions of employment

A contract as a member of the contract staff will be offered pursuant to Article 3(a) of the Conditions of Employment of Other Servants of the European Union for up to 3 years. 

The successful candidate will be recruited in function group FGIV. At the time of publication of the call, the monthly gross basic salary for new recruits in function group FGIV ranges from €4,319.72 (grade 13) to €6,256.88 (grade 16) depending on the number of years of professional experience. In addition to the basic salary, staff members may be entitled to various allowances, in particular a household allowance, expatriation allowance (16% of basic salary + household allowance), dependent child allowance and education allowance. The salary is subject to a Union tax deducted at source and it is exempt of national taxation. 

FRA also offers a comprehensive welfare package including pension scheme, medical, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance. 

Under certain circumstances, in particular where staff members are obliged to change their place of residence in order to take up employment, the Agency may also reimburse various expenses incurred on recruitment, notably removal expenses.

Additional information can be obtained from the website of the European Commission. 

For any further information on the contractual and working conditions please refer to the Staff Regulations of Officials of the European Union and the Conditions of Employment of other Servants. 

Submission of applications and deadline

Candidates are requested to submit their application electronically through the Agency’s e-recruitment site. Only online completed applications submitted in English via the e-recruitment system will be accepted.

Applications must be sent no later than 15/09/2025 13:00 (CET). 

Information concerning the status of the selection procedure can be found at the FRA career page.

In case you experience technical problems during your application please contact, within the above mentioned deadline, recruitment@fra.europa.eu, providing an explanation of the issue.

Please note that due to the large number of applications we receive, the system may face problems in processing such amounts of data when reaching the deadline for submission of applications. We therefore advise to apply well ahead of the deadline. 

Selection procedure

A Selection Committee is nominated by the Appointing Authority of the Agency.

After the closing date for submissions of applications, candidates will be assessed considering the eligibility criteria outlined above (point 3). Only the applications of eligible candidates will be evaluated against the selection criteria (point 4). The top candidates among those who have obtained at least 60% of attainable points in the CV screening will be invited to the subsequent phase of the selection procedure. 

The selection procedure will be composed of an interview and a written test, which will be held in English. They will take place either in Vienna (Austria), the place of employment where the Agency has its seat, or online. The shortlisted candidates will receive further detailed information in due time. Candidates invited to an interview will be requested to submit a non-certified copy of their diploma(s) and evidence of their professional experience, clearly indicating the length and nature of their experience and whether full time or part time work.

Successful candidates will be included on a reserve list drawn up by the Selection Committee. This reserve list will be proposed to the Appointing Authority of FRA. The Appointing Authority will decide on the establishment of the reserve list. This reserve list will be valid from the date of its establishment (in year ‘N’) until 31 December of year ‘N+2’. Its validity may be extended. The reserve list may be used for future recruitment, should vacancies arise. Each interviewed candidate will be informed whether or not they have been placed on the reserve list. Candidates should note that inclusion on a reserve list does not guarantee recruitment.

On the basis of the adopted reserve list, the Appointing Authority of FRA may offer a contract of engagement.

Prior to contract signature, the successful candidate/s will be requested to provide FRA with originals or certified copies of all relevant documents proving the eligibility requirements.

Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden. 

Due to the large volume of applications, the Agency regrets that only candidates selected for the interviews will be contacted. Applicants are invited to follow the recruitment process on the FRA website. 

Equal opportunities

FRA is an equal opportunities employer and ensures that its recruitment procedures do not discriminate on any ground such as sex, race, colour, ethnic or social origin, genetic features, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, gender identity or sexual orientation. 


FRA encourages candidates with disabilities to apply. If you consider yourself to have a physical, mental, intellectual or sensory disability, please indicate any adjustments or arrangements needed, relating to your disability, to recruitment@fra.europa.eu, so FRA can ensure your full and equal participation in the interview.

Data protection

Personal data shall be processed solely for the purpose of the selection procedure.

Please note that FRA will not return applications to candidates. The personal information FRA requests from applicants will be processed in line with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. This applies in particular to the confidentiality and security of such data.

Should the candidate have any query concerning the processing of their personal data, they shall address them to recruitment@fra.europa.eu.

For further information with regard to the processing of personal data, please see FRA’s Privacy Statement published on the vacancies page.

Appeal procedures

If a candidate considers that they have been adversely affected by a particular decision, they can lodge a complaint under Article 90(2) of the Staff Regulations of Officials and Conditions of employment of other servants of the European Union, at the following address: recruitment@fra.europa.eu.

The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the completion of the selection procedure is published here. 


Should the complaint be rejected, pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union, a candidate may request judicial review of the act. The appeal must be lodged within 3 months from the date of notification to the following address: 

Court of Justice of the European Union 
Rue du Fort Niedergrünewald 
L-2925 Luxembourg 
Luxembourg

It is also possible to lodge a complaint to the European Ombudsman pursuant to Article 228(1) of the Treaty on the Functioning of the European Union and in accordance with the statute of the Ombudsman and the implementing provisions adopted by the Ombudsman. Before the Ombudsman can accept a complaint, it is necessary that the complaint is first addressed to the Agency. Any complaint to the Ombudsman (http://www.ombudsman.europa.eu) must be made within two years of receiving the Agency’s final position on the matter.

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