Grants and Reporting Coordinator

Base: Kyiv

Starting date: ASAP

Contract duration: 4 months' probation period with prolongation upon successful probation period end

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 5 million vulnerable IDPs, returnees and host communities in urban and rural areas.

PIN is an equal opportunity employer and welcomes applications from all qualified candidates regardless of race, ethnicity, nationality, age, religion, disability, sexual orientation, gender identity, or any other characteristic. PIN encourages applications from individuals of diverse backgrounds and values diversity.

General information about the role of the person: 

As a member of the Country Programme (CP) and specifically a team member of the Grants and Reporting Unit, with the support of the Head of Grants and Reporting (HoGR), the Grants and Reporting Coordinator (GC) will oversee assigned grants’ implementation progress, particularly in relation to approved proposal and in compliance with donor’s rules and procedures. The GC will report on their assigned project/s in close collaboration with relevant teams. The Grants and Reporting Coordinator will act as a Grants Focal Point (GFP) as assigned during the proposal development, will support or lead the proposal development and project modification processes, and may act as a focal point for external liaison, including representing PIN vis-a-vis donors and in other coordination forums as assigned. Other tasks may be assigned by the HoGR as deemed necessary. 

Description of general duties:

5. Key Duties and Responsibilities: 

Program Coordination and Grants Management  

• Maintains an internal tracking database of her/his assigned grants/donors, reporting timelines, project milestones/targets and modifications. Ensures comprehensive grant files, donor guidelines and resources are maintained, updated and available for use. 
• Coordinates with Area Managers and Area teams, Programme Coordinators, MEAL, Technical Leads, as well as Advocacy and Communication, Procurement, Finance, Database, Partnership units, and Security department as well as Headquarters (HQ) focal points to ensure accurate tracking and reporting of programmatic adjustments throughout the project life cycle. 
• Advises teams and partners, where needed, on donor’s compliance, rules and requirements in coordination with other relevant units. 
• Prepares and leads the kick off project review, and close out meetings, and participates in other project/grant-related meetings e.g. Lessons Learned meeting. Prepares documents and collects information from relevant Finance, Logistics/Procurement, Partnership (PI), MEAL, Comms and Advocacy, Security, Data and Programme teams in order to facilitate regular project review meetings
• Prepares regular updates for key donors on project progress, achievement highlights and challenges as well as shares briefing notes, other project and communication materials with respective donors 
• Provides information to relevant staff members on reporting timelines of the assigned project/s. Ensures relevant staff are provided with timely information and materials – including guidelines, templates and examples – to develop quality reporting contributions. 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 coordinates necessary clearances and submission of reports and necessary annexes; and flags inconsistencies, if identified to the Finance Department to ensure that financial and narrative reports are aligned. 
• In collaboration with technical leads, ensures that all reports are in-line with the assigned donor/s requirements in structure and content, including mainstreaming issues such as protection, gender, do no harm, and conflict sensitivity.  
• Works with Data team to report on all quantitative figures; flags any discrepancies if identified, to Data team; utilises dashboards and databases as primary source of information, working with Area teams to provide qualitative information where dashboards have gaps. 
• In coordination with the PI and Technical Leads, reviews all MEAL products that will be submitted to the donor to ensure alignment with reports and donor communication. 
• Prepares Modification Request, No-cost Extension, and/or Cost Extension packages in coordination with relevant departments. Supports finalisation of relevant project-related documents prepared by other departments, such as Evaluation Terms of References (ToRs), Third Party Monitoring (TPM) plans, etc. and coordinates with TPM organizations contributing to planning monitoring visits.  
• Undertakes regular field visits to gain in-depth understanding of the context and implementation. 
• Coordinates donor-related field visits as needed. 

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. 
• Working in close collaboration with Technical Leads, Programme Coordinators and Area teams, as well as other relevant units and departments, acts as a GFP and/or Proposal Lead, as assigned; supports preparation for Go-No-Go and proposal kick-off preparation meetings, proposal development workplan/timelines; leads development of concept notes, proposals (including supporting the design of logical frameworks, targets, and budgets); ensures updated and current templates are available for narrative, finance, and other parts or annexes.  
• Leads proposal modifications and situation analyses – including modifications in logical frameworks, targets, and budgets. 
• As assigned, creates and shares a folder on SharePoint for the internal proposal preparation, creates a Teams chat for relevant colleagues, and were helpful organizes sectoral design chats/discussions.   
• As assigned, creates the Resource Folder in ELO (PIN’s internal system) and initiates the workflow. 
• Follows-up on relevant action items from Ukraine Fundraising and Resource Mobilization meetings, as well as other meetings, ensuring timely completion of relevant tasks.

Internal and External Coordination 

• Communicates with relevant donors and represents PIN at the appropriate level of representation. 
• Participates in meetings with HQ and other coordination meetings as requested by the line manager. 
• Coordinates with focal points from Finance, Data team, MEAL, Programme Quality, and Area teams during proposal development and reporting periods as well as partners, as needed. 
• Coordinates with communications team to ensure that relevant communication materials (human interest stories, videos, etc.) are developed for projects as per workplan and donors’ requirements; as well as ensures distribution of readily available communication materials to donors.  
• Acts as the main project focal point for respective donors. 

Qualification Criteria:

Education and Speciality: 

Higher education in project management, international relations, economics, social sciences, or related fields. 

Work Experience in the Speciality: 

• Demonstrated experience in leading the coordination of successful large-scale project proposals to key institutional donors, such as DoS, ECHO, FCDO, SDC, BMZ, UN, GAC, among others. 
• Demonstrated experience in leading interim and final reporting to the core donors outlined above and understanding of donor standards and requirements for reporting and grant management; 
• Strong grasp of all stages of program cycle management and quality standards in humanitarian programming, including MEAL and data management; 
• Experience working in complex and volatile contexts;

Required Skills and Competencies: 

• Strong organizational, critical analysis, and problem-solving skills; 
• Excellent communication skills, including fluent spoken and written English and Ukrainian, including exceptional report writing and editing skills.  
• Excellent communication skills for collaboration with teams and donors; 
• Ability to work under multitasking conditions and prioritize tasks effectively. 

PIN OFFERS:

• A competitive salary according to the People in Need salary scale in amount of 1882 - 2365 EUR Gross (Based on qualifications)  + 3% after probation period.

• Opportunities for professional development through various capacity-building activities, including trainings, workshops, and seminars.

• 28 calendar days of annual leave, plus 3 additional New Year bonus leave days.

• Health insurance — becomes effective after completion of the first month of the probationary period.

• Life insurance — effective from the first day of employment, 24/7, providing additional financial protection for employees and their families.

• Possibility to work one day per week remotely for office-based staff.

• Coverage of accommodation and per diem costs for work-related travel outside the assigned office region and/or in cases of excessive travel distance or time, in accordance with People in Need travel policy.

• Provision of a laptop, mobile phone (including prepaid SIM cards), and People in Need branded items (backpack, thermal mug, notebook, portable power bank).

• People in Need offices are equipped with all necessary security and energy-resilience measures, ensuring uninterrupted internet access.

• Free coffee, tea, milk, and water available in all offices.

• A multicultural and friendly working environment, with approximately 400 staff members in the Ukraine programme.

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 a 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.

We support the principles of inclusiveness and non-discrimination in the selection process. You can submit an anonymized resume - without specifying your name, age, gender, photo or other personal data. Such resumes will be reviewed on a general basis in accordance with professional experience and qualifications.