Grants Manager, Ukraine, 100%

HEKS/EPER pursues the vision of a just world where the dignity of everyone is respected, peace reigns and the natural environment is conserved. In the framework of the 2030 Agenda, we work in the four thematic priority areas of "Climate justice", "Right to land and food", "Flight and migration", and "Inclusion". HEKS/EPER also provides humanitarian aid for people affected by natural disasters and armed conflicts. The goal is to induce change at the social, economic and political levels. HEKS/EPER helps improve the living conditions of people in Switzerland and around the world, claims their rights, and to this end, mobilizes and raises awareness on the part of society, policy-makers, business and churches.

 We are looking to fill two positions as soon as possible or by arrangement: Gants Manager

Grants Manager, Ukraine, 100%

Your main responsibilities:

REPORTING

• Updates the Reporting Follow Up when a new contract is signed
• Follows up on reporting deadlines
• Coordinates and writes external and internal reporting
• Prepares retro plannings and pilots the redaction of donor reports 

PROPOSAL WRITING ASSISTANCE

• Contributes to humanitarian needs assessments development
• Contributes to project proposal drafting with the Grants Coordinator
• Supports the mission to develop grant award and award modification documents; develop negotiated memorandum of grant awards
• Prepares and shares  retroplannings, templates and instructions for proposal writing 

ONGOING GRANTS FOLLOW UP

• Supports in administering the full cycle of grants management activities beginning from pre-award assessments, monitoring/compliance visits and close-out procedures
• Organizes kick off and close up meetings for grants
• Fills the Activity Follow Up tool with program data for activities for his/her area

COMMUNICATION

Internal communication

• Takes minutes in coordination / grants meetings
• Consolidates situation reports from bases
• Consolidates data from the field to present results 

External communication

• Takes minutes in external meetings if necessary
• Coordinates the redaction of program activities reports
• Prepares projects one pagers
• Ensures compliance of the documents produced with the graphic chart, with donor requirement and ensures good quality reports are produced, liaising with the communication officer
•  He/She prepares SitRep and external reports and submits them for confirmation to the Country Representative by complying with internal confirmation deadlines and external contracts expiration dates (project reports)
• Assists in external and clusters meetings if needed 

SUBGRANTEES / PARTNERS FOLLOW UP

• Provide day to day administration of sub-grants and subcontracts, including tracking budgets, payments, compliance, modifications and reporting, and alert the finance Manager regarding any performance or financial reporting issues
• Support organizational capacity assessments for sub-grantees and other partners and build capacity of sub-grantees in various areas including financial management
• Ensures that  pre-award surveys are conducted and that monitoring and financial support are provided for sub-grantees
• Support the monitoring of the programmatic progress and capacity of sub-grants and subcontracts against the sub-grant agreements and work-plans
• Respond to issues that arise during sub-grants, contract and associate award implementation
• Supports the general administration of sub grants and subcontracts, which includes but is not limited to: financial reporting, issuing award modifications, oversight of compliance with terms and conditions and resolution of disputes, and resolving audit findings
• Oversee partners’ programmatic and financial reporting, ensuring that quality reports are submitted to Pact in a timely manner. Monitor and evaluate the quality of sub-grantees’ reporting and provide training on reporting procedures and mechanisms, to ensure improvement and impact
• Conducts supportive site visits to ensure sub-recipients’ compliance with the terms, conditions, and specifications of the sub award; monitor and manage issues of non-compliance

To be successful you bring:

• Professional diploma or university degree in Humanitarian work or international relations
• Previous experience with an NGO is mandatory,
• At least 2 years of experience in a similar position,
• Knowledge of international donors (BHA, ECHO etc)
• Fluent in English (written and spoken), Russian and/or Ukrainian will be an asset
• Excellent editorial quality
• Excellent knowledge of english (written & spoken)
• Knowledge of project management
• Excellent reporting skills
• As well as the following specific « professional » competencies:
• Ability to be assertive, when necessary
• Ability to analyze (judgment, practicality) and to synthesize
• Ability to adapt
• Organization, discipline, and compliance with deadlines
• Outstanding ability to listen and negotiate
• Good interpersonal and communication skills
• Calm and composed
• Ability to work under stress in general, and in emergency situations in particular
• An active or former Schengen visa and/or a visa for Ukraine would be an advantage

What you can expect from us:

• An international position with a duty station in Ukraine, with regular field visits
• An opportunity to make a difference in this world
• An interesting and challenging position with scope for design
• Duration 6 months (possible extension)
• Competitive salary, min. CHF 4'300.- *13 (pro rata temporis), depending on experience and education
• Accommodation provided by HEKS/EPER
• R&R after 3 months
• Insurance package

Would you like to join the HEKS/EPER team? We are looking forward to your complete application in English (CV, Cover letter and certificates) exclusively via our online portal. Grants Manager, Ukraine, 100% (refline.ch)

Interviews will be held on a rolling basis. HEKS/EPER reserves the right to select a candidate prior to the deadline.

For further information about HEKS/EPER, please consult our website https://en.heks.ch/.