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About the Role

In this role, you will manage an ESF-funded program and train aspiring founders on administrative processes. Your expertise will be crucial for individuals building non-profit organizations, helping them navigate requirements like proof of use, bookkeeping, and communication with authorities. Four-fifths of your time will be dedicated to the WE VENTURE program, with the remaining fifth supporting the general administration of WE aid.

Responsibilities

Create quarterly proof of use statements and progress reports using the IT system EUREKA 5.
Document personnel costs and own contributions, preparing documentation for audits.
Coordinate with the project sponsor IBYKUS on funding management, exclusively via EUREKA 5 for billing.
Maintain project-specific filing, including contracts, receipts, and personnel documents.
Perform ongoing bookkeeping with DATEV and reconcile project accounts.
Monitor the budget monthly, conducting variance analysis, forecasting, and early deviation warnings.
Manage program participants' fiscal host accounts, including bookings, fund releases, and donation processing.
Assist with the general bookkeeping and account management for WE aid outside the program.
Prepare year-end closing documents for the project budget with the tax office.
Draft cooperation agreements, secondment letters, and participation contracts based on templates.
Track submission deadlines for proof of use statements and reports.
Communicate with tax authorities, funding bodies, and government agencies on administrative matters.
Prepare budget statements for cooperation partners and follow-up funding applications.
Incorporate environmental criteria and life cycle costs in procurement, prioritizing rail and public transport for business travel.
Lead curriculum modules on bookkeeping for non-profits, funding logic, project costing, and tax basics for non-profits.
Provide individual advice to participants on practical administrative issues, including setting up bookkeeping structures, understanding proof of use, and dealing with authorities.
Develop templates and materials such as budget plans, sample proof of use statements, and non-profit checklists, ensuring they are accessible and jargon-free.
Convey basic knowledge of fiscal hosting as an organizational model, drawing from daily practical experience.

Requirements

Completed commercial apprenticeship (e.g., Office Management, Tax Assistant, Bookkeeping) or a comparable qualification.
Minimum of two to three years of professional experience in finance or administration.
Knowledge of DATEV or similar bookkeeping software.
Proficient in Microsoft 365.
Experience with public funding programs and associated reporting requirements; ESF experience is a significant advantage.
Basic understanding of non-profit structures and tax aspects of the non-profit sector.
Structured and meticulous work approach; documentation is a prerequisite for payment with ESF funds.
Routine in using AI assistants like Claude as part of the daily workflow.
German language proficiency at a negotiation level.

Skills

Bookkeeping
Controlling
Budget Monitoring
Contract Drafting
Deadline Management
Communication with Authorities
Curriculum Development
Participant Advising
Template Creation
Fiscal Hosting Knowledge
AI Assistant Usage

Location

Berlin
Remote within Germany

Work Type

Full-time
Part-time
Remote

Experience Level

Mid-level

Education Level

Commercial Apprenticeship or comparable qualification

Benefits

Dual role: part of your time spent on qualification, teaching, and advising.
Two areas of focus: working in program qualification and ongoing administration for WE aid.
Professional development: gaining expertise in ESF-Plus funding law.
Insight into financing models: Fiscal Hosting, endowed foundations, Impact Investing.
Flexible working hours: 39 hours per week, mostly remote within Germany possible.
Part-time employment possible from 31.2 hours.

About the Company

WE AID gGmbH is a non-profit infrastructure organization ('Fiscal Host') based in Berlin.
We manage civil society initiatives that lack their own legal form, including their funding and donations.
Established this model professionally in Germany in 2022.
Currently managing over 200 initiatives and administering more than five million euros.
Added a trust foundation in Impact Investing since 2026.
Small team with close proximity to all operations.
Rapid growth and ongoing development of structures.
Opportunity to shape the organization's development and contribute to WE aid's national and international growth.
Requires enthusiasm for building things and a desire to develop WE aid.

Equal Opportunity

We welcome applications regardless of ethnic origin, gender, religion or belief, disability, age, or sexual identity.
We strive for a balanced gender ratio in our teams.
We accommodate necessary adjustments in the application process.