Grants and Reporting Manager

Country Programme: Ukraine

Base: Kyiv with frequent travels to Dnipro, Lviv and other PIN field offices

Line Manager: Programme Quality Director

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:

Under the strategic guidance of the Programme Quality Director, you will be responsible for: (i) the overall coordination of all proposal development and reporting across PIN’s Ukraine response, (ii) In close coordination with implementing teams, ensuring strong grant and contract management throughout the project cycle, (iii) actively supporting the development of PIN’s funding portfolio, mapping and seeking new funding opportunities, engaging with prospective donors and helping build solid relationships with donors as needed by the Senior Management Team. You will manage a team of Grants & Reporting Coordinators in developing quality proposal and reporting products in compliance with donor guidelines and PIN’s internal processes, and supporting the successful project cycle from a grants and compliance perspective. Working in close collaboration with the Programmes Implementation Director, Area Managers, Technical Leads, Head of MEAL and HQ-based advisors, you will plan and provide the program staff with capacity-building in proposal development, reporting and compliance.

Main Duties & Responsibilities:

Grants management and reporting

• Maintain systems and tools (including Grants Review funding trackers, grant trackers, reporting templates and calendars, etc.) and guide country program (CP) on grant management; when necessary, develops and wherever possible adapt/introduce existing and/or new tools and systems particularly in the areas of information and grants management and reporting to ensure technical quality across the programs;
• Lead the monthly Grants Review meetings with Programmes Implementation Director, Region Directors and Area Managers, including actions points and monitoring progress against timelines;
• In close cooperation with the Programme Implementation Director and Area Managers, ensure high quality contract management, to anticipate any possible risks, identify and implement mitigation measures in close coordination with implementation, operations and management teams ; communicate with donors and prepare modification requests and other contractual documentation as required;
• Jointly with HQ desk and compliance department maintain regularly updated reporting and compliance guidelines for key donors and act as a focal point for grants communication;
• Ensure well-structured, high-quality and timely reports that meet donor and PIN quality standards and requirements, and dully reflect mainstreaming issues such as protection, gender, do no harm and conflict sensitivity, etc;
• Ensure coordination and facilitation of meetings for grant opening and closing, including actions points and monitoring progress against timelines;

Proposal development:

• Oversee proposal development processes in support of members of your team and the proposal lead and all relevant internal (in-country and HQ) and external stakeholders (programme teams, MEAL, finance, logistics, Compliance, HR, partners);
• Support Coordinators within your team, to ensure that proposals comply with donor guidelines and requirements, are written in a reader friendly and compelling language, meeting deadlines for internal reviews and final submission;
• Support your team to g ensure that logical frameworks, targets, and overall design are developed with high quality in view of donor expectations and PIN’s own quality standards, developing proposal narrative and budgets, with guidance from the Senior Management Team – where needed, act as Proposal Lead

 Donor mapping and funding strategy:

• Contribute to donor mapping and funding strategies as needed,, contributing knowledge, lessons learned and other relevant perspectives from grants management and relationships with donors, in order to strengthen PiN’s wider donors‘ strategies, timely informing the Senior Management Team  of opportunities and risks
• In close cooperation with the Senior Management Team,  engage with donors as needed, to establish and nurture relationships and promote PIN’s work in its strategic domains; document such efforts and donor intelligence as required;
• Liaise with HQ Institutional Fundraising Unit and Country Programme Coordinator (desk) to increase knowledge of donors
• Continuously seek and keep informed of new funding opportunities (both arising and anticipated), and lead funding opportunity review meetings to decide on Go/No-No on such opportunities, as needed.

Human resources and capacity building:

• Coach and mentor the Grants and Reporting team in setting and evaluating/appraising performance objectives and individual development plans and in providing ongoing support for professional development;
• Coordinate with finance and HR units to ensure that the required HR effort of the team team is appropriately budgeted in new proposals;
• Coordinate provision of trainings in proposal development, reporting, and compliance for GR and program teams, including relevant field staff.

Suitable candidates for this position should possess:

• At least 3-years’ experience of working within a humanitarian and/or development sector;
• Demonstrated experience in leading coordination of successful large proposals, interim and final reporting to key donors, such as ECHO, BHA, OCHA, BMZ, SDC, USAID, GAC, FCDO, etc.
• Experience with donor positioning and compliance.
• Experience in managing teams of at least 2-3 ppl. 
• Strong grasp of all stages of program cycle management and quality standards in humanitarian and/or development programming;
• Working knowledge of budget development and management
• Experience of working in a multi-cultural setting (familiarity with the humanitarian context in Ukraine is an advantage);
• Excellent time management skills and ability to multitask;
• Strong organizational, analytical and problem-solving skills;
• Demonstrated experience in providing structured capacity building on proposal development and reporting
• Excellent communication skills, including fluent spoken and written English, and exceptional report writing and editing skills.

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 2750-3250 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:

If you are interested in this position, 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.