Grants and Reporting Coordinator

Country Programme: Ukraine

Base: Kyiv

Line Manager: Head of Grants and Reporting Department

About the Ukrainian Programme of People in Need:

PIN has been working in Ukraine since 2014, providing emergency relief and early recovery support to conflict-affected communities. Due to the escalation of the war in 2022, programmes for war-affected communities focus mainly on WASH, Shelter, Protection, Education, and Livelihoods. In addition, PIN prioritizes recovery efforts, resilience building, and strengthening the capacity of local civil society organizations, adhering to the principle of localization. PIN is one of the main contributors to the Ukrainian humanitarian response, maintaining a presence across the country with a robust network of local partners.

About the role:

As a member of the Country Programme (CP), With the support of the Grants and Reporting Manager (GRM), the Grants and Reporting Coordinator will be overseeing the grants healthiness, particularly on compliance and donors’ communications. Each Coordinator will have to report on their assigned project/s in close collaboration with the project teams to ensure adequate and appropriate support for compliance and donor engagement. The Grants and Reporting Coordinator will also support or lead in proposal development and project modifications and may act as a secondary focal point for external liaison, including representing PIN vis-à-vis donors and in other coordination forums (cluster, working groups, etc.). Other tasks may be assigned by the Grants and Reporting Manager as deemed necessary.

Main Duties & Responsibilities:

Program Coordination and Quality Assurance

• Maintains an internal tracking database of her/his assigned donor/s reporting timelines, and coordinates with implementation (area managers, director of programme implementation), programme quality, MEAL, Technical Leads) and support (communication, logistics, procurement, finance, compliance) teams to ensure accurate tracking of reporting and programmatic adjustments throughout the project life cycle
• Leads the project reviews and attends grant related meetings
• Undertake field visits to gain in-depth understanding of the project

Fundraising and Resource Mobilization

• Proactively supports in monitoring and analysis of new funding opportunities for PIN in Ukraine through relevant open sources (donor websites, humanitarian assistance portals), clusters, and bilateral consultation and scoping with existing and potential donors.
• Provides dedicated support to the development of concept notes, proposals, proposal modifications and situation analyses – coordinating the development process with all relevant departments, including supporting the design of logical frameworks, targets, and budgets.

Grants Management

• Ensures comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use, coordinate with assigned HQ desk colleagues on this and other agendas
• Utilize standardized tools for project reviews, e.g., Internal Project Report (IPR).
• Prepares documents and collects information from relevant finance and programme teams in order to facilitate regular project review meetings.
• Ensures regular reporting updates for key donors outlining requirements for programme implementation, procurement and distribution, information collection, and storage and with respect to key project requirements and expected deliverables.
• Ensures that all reports are in-line with the assigned donor/s requirements in structure and content, including mainstreaming issues, including protection, gender, do no harm and conflict sensitivity. Also, ensure relevant staff are provided with timely information and materials – including guidelines, templates and examples – to develop quality reporting contributions.
• Provides information to relevant staff members on reporting timelines of the assigned project/s, and acts as a focal point for collection, compilation, review, quality control and editing of both quantitative and qualitative internal and donor reporting.
• Prepares all donor narrative reports and supports the Finance Department in ensuring that financial and narrative reports are aligned.
• Prepares Modification Request (MR), No-cost Extension (NCE), and/or Cost Extension (CE)

Internal and External Coordination

• Represents PIN at relevant donors, HQ, and other coordination meetings as requested by the line manager
• Coordinates with focal points from Finance, MEAL, Programme Quality, and implementation teams during proposal development and reporting periods
• Coordinates with communications team to ensure that relevant communication materials (human interest stories, videos, etc.) are developed for projects per workplan and donors’ requirements
• Acts as the main project focal point for respective donors

Requirements:

• At least 3-years’ experience of working within a humanitarian and/or development organization;
• Knowledge of MEAL and reporting mechanisms;
• At least 2-years grants development work experience;
• Demonstrated experience in leading the coordination of successful large-scale project proposals to key institutional donors, such as ECHO, World Food Programme, BHA, GAC, ECHO, among others.
• Demonstrated experience in leading interim and final reporting to the core donors outlined above;
• Strong grasp of all stages of program cycle management and quality standards in humanitarian programming;
• Experience working in complex and volatile contexts (familiarity with the humanitarian context in Ukraine is an advantage);
• Strong organizational, critical analysis, and problem-solving skills;
• Excellent communication skills, including fluent spoken and written English, including exceptional report writing and editing skills. Ukrainian speakers are encouraged to apply.

What PIN Offers:

• Working environment in a well-established and continuously growing humanitarian organization in a challenging context;
• Salary and benefits according to PIN salary scale and HR policies; expected salary 2400-2550 EUR super gross (based on experience)
• Monthly subsistence allowance 1350 EUR;
• Hardship 400 Eur
• Accommodation/housing allowance;
• 25 days of holiday per year
• R&R policy;
• Travel health insurance;
• Reimbursement of travel expenses with travel to the country of residence once every 6 months of work;
• Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;
• Reimbursement of the medical check-up before and after the deployment;
• Free 24/7 medical helpdesk and psychological consultation available online;
• Free access to e-learning sites, global PIN’s Induction Training, Knowledge and Learning department onboarding, and individually tailored capacity-building opportunities; incl. HEAT training.

Security situation in Ukraine

Humanitarian workers continue to operate throughout Ukraine, although the front-line areas are being shelled almost constantly, and main cities are being targeted with missiles and UAVs quite regularly. PIN security SOPs require PIN staff to proceed to shelter should the risk level be assessed by the Security Department as the highest (launch of missiles or drones) and remain there until the air raid siren is cancelled, which cumulatively can be several times a week, occasionally for several hours at a time (although shorter periods are as well occurring). While air strikes that were targeting energy infrastructure have finished after winter, they have succeeded in reaching their goals and are likely to resume in late autumn/winter. At the moment military and civilian objects are being targeted, including the west of Ukraine. While Kyiv enjoys relatively strong air defence systems that are intercepting most of the missiles and UAVs, other regions are covered much less significantly which results in bigger damage. Outside of the areas in the vicinity to the contact line, services such as medical care, shops, public transportation as well as restaurants or leisure facilities remain operational.
 

How to apply:

Are you interested in this position? Great. Send us your CV and short cover letter via our application form. 

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled. 

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and is committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.