Grants and Reporting Officer (National staff)

Polish Humanitarian Action (PAH) is currently looking for   Grants and Reporting Officer support to the Grants and Reporting Team

General information:

Organization: Polish Humanitarian Action (PAH),

Position: Grants and Reporting Officer

Location:  Kyiv with potential travel to program locations (TBD);

Type of employment: Full time

Duration: Full-time, 12-month fixed-term contract with a 3-month probation period

Start date:  April 2026

We encourage qualified candidates to apply as soon as it is possible as the applications will be reviewed on a rolling basis.

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization providing humanitarian and development aid worldwide since 1992. So far, the interventions have been carried out in 46 different countries. By possessing long-standing expertise in the implementation of projects in WASH, FSL, Protection, as well as Nutrition and Education, PAH concentrates its global activities on ensuring sustainable development of regions suffering from consequences of armed conflicts, natural disasters, climate change and others humanitarian crises.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly, children and other vulnerable population groups. PAH is currently working in the sectors of FSL, protection, WASH and Shelter. For more information, please refer to: Homepage - Polska Akcja Humanitarna

Key Duties and Responsibilities:

• Support Grants and Reporting Manager ensuring G&R team strategic action plan, commitments and milestones are achieved.
• Collaborate with Grants & Reporting Manager to seek out, identify, and track funding opportunities and develop potential revenue streams based on PAH Ukraine Country Office established intervention sectors.
• Receive, interpret, disseminate donor solicitations and donor-specific rules and regulations to guide and ensure accuracy, responsive and compliant proposal design.
• Support in preparation for proposal development, including organization of data on needs and standard descriptions of PAH and its activities.
• Support in the development of funding proposals that are context and Country Office capacity appropriate and aligned with the country-level Strategic Action Plan.
• Lead and/or attend relevant Grants & Reporting related meetings with relevant PAH staff.
• Provide guidance on work planning and workforce planning with programs team to ensure adequate resources for grant design, development & publication.
• Support Grants and Reporting Manager on all Ukraine Country Office proposal design, development, publication, and submission.
• Provide relevant & appropriate inputs for non-technical sections of grant proposals such as the management and past performance sections.
• Provide pre-determined and ad hoc support to the Ukraine Programs team and the Grants & Reporting Manager in the development and production of needs assessment related to grants design & publication.
• Collaborate with the Information Management team, MEAL team, and Programs team sector leads in utilizing needs assessments and contextual analysis results to inform a relevant and appropriate project design.
• Compile data and support the submission of timely and high-quality reports (including narrative, financial and MEAL) to donors, including the development and update of regular funding and reporting trackers and schedules;
• Support in maintenance and organization of grants files, emails, calendars, address books, donor records, etc.
• Identify, inform, and follow-up through direct support & coordination on reporting requirements during grant project implementation through various donor platforms (eg GMS, APPEL, etc.).
•  Support Ukraine office response to feedback from donors on proposal submissions and intervention performance reporting.
• Ensure accountability to all stakeholders relevant to PAH Ukraine Country Office interventions.
• Facilitate Third Party Monitoring visits and other donor engagement activities.
• Maintain/Support PAH grant & project tracking tool(s) and ensure status is shared with implementation team & ensure compliance at Country Office and HQ level.
• Performing other tasks assigned by the Grants & Reporting Manager within the scope of the above competencies.

The successful candidate will be selected based on the qualification requirements described below:

• BA / Master's Degree in program management or any other relevant field;
• Minimum 2 years of relevant professional experience within humanitarian sector;
• Proven Grant Writing Record;
• Prior grants or program management experience;
• Familiarity with compliance essentials and experience in working for institutional donors such as ECHO, BHA and UHF;
• Excellent interpersonal skills and ability to work effectively with people at all levels with varied backgrounds, experience and skills and contribute to achievement of common goals;
• Excellent organization skills, including time management & prioritization;
• Excellent analytical skills and expertise in developing systems and processes to analyze and track information;
• Excellent English language skills (written and verbal), - Advanced level;
• High English writing skills with ability to write reports effectively;
• Strong computer literacy required;
• Sound understanding of local context and humanitarian & social needs of the most vulnerable population groups in Ukraine.

What PAH offers:

• Opportunity to gain experience in a professional and flexible international NGO, one of the largest organizations in Central and Eastern Europe.
• Work in a dynamic and motivated team.
• Voluntary medical insurance fully covered by the organization.
• Free English language courses and other opportunities for professional growth.
• Full social benefits package in accordance with Ukrainian legislation.
• Flexible work arrangements.
• Access to confidential psychological support sessions when needed.
• Additional days off in observance of public and religious holidays in Ukraine.

Equal Opportunities and Non-Discrimination

Our organization adheres to the principles of equality, respect for human dignity, and non-discrimination in accordance with the legislation of Ukraine.

We do not tolerate discrimination based on age, sex, gender identity, marital status, pregnancy, parental status, disability, health condition, race, skin color, ethnic or national origin, citizenship, language, religion or other beliefs, sexual orientation, or any other characteristic.

All candidates are assessed solely on the basis of their professional competencies and alignment with the position requirements.

 Employment of Persons with Disabilities

The organization is open to employing persons with disabilities and ensures equal opportunities to participate in the recruitment process.

If needed, we are ready to:

• provide reasonable workplace accommodation.
• adapt the recruitment process.
• consider flexible working hours or remote work arrangements;
• create safe and accessible working conditions in line with individual needs.

If you require any accessibility accommodations to participate in the recruitment process, please indicate this in your cover letter.

How to Apply

If you are interested in applying for this position, please send us the following documents prepared in ENGLISH:

• Short resume (max. 2 pages) including relevant information on your education and work experience.
• Indication of your availability to start your work for PAH.

 Only shortlisted candidates will be contacted for an interview and/or technical assessment.

Please note: due to the urgency to fill the post, recruitment will be done on the rolling basis, and PAH reserves the right to recruit before the deadline.