Senior Grants and Reporting Officer

Base: Kyiv, Ukraine 

Line Manager: Grants and Reporting Manager 

Starting date: February - March 2024

Contract duration: 12 months (3 months' probation period is included), renewable in case of further available funding 

About PIN Ukraine:

People in Need (PIN) has been active in Ukraine since early August 2014. Currently, PIN is one of the major humanitarian actors in Ukraine responding to the recent military escalation providing humanitarian aid to conflict-affected people across Ukraine. Since 2014, PIN has implemented emergency food and cash assistance, NFI, shelter, protection, livelihoods and WASH interventions supporting 3 million vulnerable IDPs, returnees and host communities in urban and rural areas. Since the escalation in February 2022, PIN has scaled up its response from working in 2 Oblasts to working in 23 of the 24 Oblasts in Ukraine, increasing its number of partners, staff, offices and budgets.

General information about the role of the person: 

Under overall supervision of Grants and Reporting Manager, Senior Grants and Reporting Officer (hereafter SGRO) supports the Unit in maintaining the grants and reporting tools and database, assessing funding opportunities and donor mapping, developing project proposals and donor reports, as well as supporting in guiding and capacitating the program staff in the relevant processes. 

Main duties and responsibilities: 

Reporting & Grants Management

• Support the process of maintaining grants management tools and to monitor the use of them among relevant departments to ensure accurate tracking of donor and project overviews, implementation, progress and timely alerts to potential challenges/obstacles.
• Follow up and ensure that donor and internal reporting deadlines are met and support the Unit in report preparation. 
• Assist in collecting, reviewing and editing donor and internal reports and ensuring quality assurance and compliance with donor reporting requirements.
• Provide reminders to relevant staff members on reporting timelines, and act as a focal point for collection, compilation, review, quality control and editing of both quantitative and qualitative donor, internal and cluster reporting.
• Support development of reports and proposals, ensuring integration of information and recommendations delivered by the previous programs including from minutes of donors meetings, PDM and evaluation reports, audits, etc.
• Provide technical contribution to preparing and conducting trainings for Programme staffs on grants management and reporting (donor guidelines and grant management practical trainings).

Proposal Development

• Under the guidance of GRM, provide dedicated support to the development of concept notes and proposals– coordinating as required the development process with all relevant staff, including to ensure that logical frameworks, targets, and overall design are developed with high quality in view of donor expectations and PIN’s own quality standards, and contribute to developing narrative proposals & budgets in the process.
• Provide technical contribution to preparing and conducting trainings for national Program Managers/Coordinators on proposal development.

 Information sharing / data collection

• Collecting information on existing development and humanitarian donors in Ukraine, updating donor mapping for Ukraine Country Programme
• Assisting/leading grant review meetings, taking minutes of meeting, action points and disseminating with relevant staff
• Ensuring proper archiving of all grant management data including proposals, donor reports, donor communication and regularly updates SharePoint and ELO (internal archive) according to internal rules.
• Assist the GRP to develop external communication tools as relevant for donor visits/meetings/reports.
• Ensure copies of all documentation (grant proposals, reports, budget etc.) are made available to share electronically with all Program Managers/Coordinators. Ensure comprehensive grant files are maintained up to date and are available for use by uploading them in ELO (Document Management/Storage System

Translation

• Support the translation grants and reporting tools and documents (English to Russian/Ukrainian – Russian/Ukrainian to English)
• Assist GRP during trainings with interpretation (English to Russian/Ukrainian – Russian/Ukrainian to English)
  
  

Required background and competences:

• Bachelor’s Degree in Social Sciences (e.g. International Relations, Political Science, Sociology, History etc.), Master’s degree is preferred;
• Minimum 3-year work experience in I/NGOs or other civil society organizations, international organizations, donor institutions;
• Experience in working with institutional donors including ECHO, BHA, UN agencies, and other donors;
• Fluency in English, excellent writing, editing and reviewing skills are required
• Good understanding of Ukrainian context and humanitarian and/or development landscape;
• Proficient user of Microsoft Office programs including Excel, Word and Power Point;
• Highly organized, strong attention to detail;
• Ability to work under tight deadlines;
• Good understanding of Monitoring, Evaluation, Accountability and Learning, and budget management for purposes of overall grant management;
• Demonstrated ability to perform complex tasks and to prioritize multiple assignments;
• Team player with strong interpersonal skills.

PIN OFFERS:

• Competitive salary as per PIN Salary Scale: 1 518 - 1 677 USD GROSS;
• Meaningful and positive working environment in a well-established and growing international humanitarian organization with career development opportunities;
• Reimbursement of travel expenses between offices and areas of intervention;
• Professional development opportunities through various capacity building events, such as trainings;
• 28 days of annual leave + 3 New Year bonus leave
• Health insurance.

Application procedure:

Please send clearly marked CV and Motivation letter in English. Please note only the shortlisted candidates will be contacted. Written test and interviews will be conducted on rolling basis and the vacancy will be closed when filled.

Please note that PIN does not charge a fee at any stage of its recruitment process.