Project Development Officer

MISSION 

About IMPACT Initiatives IMPACT Initiatives (IMPACT) is a humanitarian NGO, based in Geneva, Switzerland, with the aim to improve the impact of humanitarian, stabilization and development action through data, partnerships and capacity building programmes. The organization manages several initiatives, which includes i) the REACH Initiative aimed at facilitating the development of information products that enhance the humanitarian community’s decision making and planning capacity for emergency, reconstruction and development contexts, ii) the PANDA Initiative aimed at directly supporting key aid actors in improving the effectiveness, efficiency, and efficacy of their programmes, and iii) the AGORA Initiative aimed at promoting localized and multi-sectoral aid action in support of the recovery and stabilization of crisis affected communities. 

With over 400 staff members, including assessment, data analysis, GIS experts and field professionals, IMPACT currently has projects in over 25 countries across the Middle East, Africa, Asia, Europe and Latin America. IMPACT is a sister organization of ACTED, a French NGO with headquarters in Paris. The two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from ACTED’s operational support in its fields of intervention. 

Context 

Following the escalation of the conflict in Ukraine on February 24th, 2022, military hostilities have caused widespread damage to infrastructure and houses, hundreds of civilian deaths, disrupted markets and essential services, and precipitated massive displacement within Ukraine and into neighboring countries. Present in Ukraine since 2014, IMPACT is working to provide humanitarian actors with rigorous data and in-depth analysis to ensure aid interventions are timely, appropriate, and relevant for Internally Displaced Persons (IDPs) and host communities. 

We are currently looking for a qualified individual to join our Ukraine Project Development team for the following vacant position: 

Position:  Project Development Officer
Contract duration: 6 months (renewable)
Location: Kyiv, Ukraine 
Starting Date: ASAP

HIERARCHICAL RELATIONS 
Under the authority of: 
- Projects and Funding Officer 
- Country Representative for Ukraine 
Responsible for:
Coordinating project development, grant management and donor reporting for IMPACT projects in Ukraine

FUNCTIONAL RELATIONS 
Internal relations: 
- IMPACT Country Program, Finance, M&E, and Communication teams 
- IMPACT HQ Projects and Institutional Partnerships Department (PIPD) 
- ACTED country Project Development, Finance and Compliance teams
- ACTED HQ Grant Management Department 
External relations: 
- IMPACT Initiatives donors and partners

OBJECTIVES 

Improve the efficacy of the humanitarian response in Ukraine through effective donor relations, grant management, reporting and coordination skills. 

FUNCTIONS 

Fundraising and Stakeholder Analysis 

• Regularly conduct stakeholder analysis, who does what and where (3Ws).

• Based on the mission strategy and research unit strategies, support in identifying funding by regularly conducting tracking of published opportunities, and researching donors with aligning strategies/priorities. 

• Regularly analyse donor and funding trends in Ukraine through media monitoring, stakeholder meetings, and by contributing to the development and maintaining of an up-to-date donor database. 

External Relations 

• Contribute to the drafting of proposals, and coordinate the proposal development process between research units, senior country management, finance, IMPACT HQ and ACTED field and HQ. 

• Address and coordinate the timely response to all comments by donors on proposals in liaison with relevant staff in country, IMPACT HQ PIPD and Finance team. 

• Support budget & budget narrative development, ensuring that draft budgets are shared with appropriate focal points (field level, HQs, IMPACT & Acted), and undergo crosscheck with narrative documents. Project Implementation and Follow up 

Proposal Development 

• Support the overall cooperation with IMPACT's sister organisation Acted (hosting IMPACT in its field of operations) in relation to project development and grants management, ensuring that communication is regular and timely, and synergies are sought and built. 

• Ensure fundraising activities are appropriately tracked in the Funding Tracker (or similar tool), which is updated on a regular basis to log in latest negotiations and proposal possibilities with donors. 

Contracting 

• In coordination with the Country Representative and IMPACT HQ, review/negotiate proposals and/or contracts with donors, ensuring requirements are clear and understood. 

Project Development and Follow Up

• Organize and lead on timely project Kick-off meetings involving all project components and focal points, and participate in project progress meetings organized by ACTED and Consortiums. 

• Ensure that regular updates of project progress, key findings and challenges are collected. 

• Ensure that all contractual obligations are clearly communicated and track that they are followed up internally in terms of deliverables as well as narrative and financial reporting requirements. 

• When any issue is identified in meeting deliverables in the given time frame and budget, inform relevant staff in country and suggest potential solutions that would meet donor rules

 • Keep the grant management filing system regularly updated for all IMPACT Ukraine projects. 

Partnerships 

• In coordination with HQ PIPD, facilitate or take part in discussions with implementing partners, including in relation to formalizing contractual modalities (due diligence and outline of contracts). 

• Where relevant, act as a focal point for contractual communications with implementing partners and review partner reporting regularly and flag any issues in a timely manner to CR, HQ, Finance and partner focal points, and suggest potential solutions to these.

• Initiate the development of contractual financial reports by flagging these in a timely manner to finance focal points, and coordinate the review of them with country management, IMPACT HQ and ACTED. 

• Coordinate the drafting of high-quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with research units, senior country management, IMPACT HQ and ACTED. 

TECHNICAL SKILLS Required 

? Excellent academic qualifications, including a bachelor’s degree in a relevant discipline. 

? At least 6 months of relevant and progressively responsible working experience in grant management and donor relations, including leading project development and donor reporting processes, and managing grants of (inter-)governmental bodies, such as BHA, OCHA and IOM. 

? Strong and proven understanding of the humanitarian coordination system, donor and partner requirements, donor landscape and humanitarian context in Ukraine. 

? Excellent communication and drafting skills for effective reporting and donor relations. 

? Knowledge of the Microsoft Office Suite, including Word, Excel, and PowerPoint. 

? Excellent ability to multi-task and prioritize to effectively meet deadlines. 

? A self-starter with a proven ability to work independently and carry responsibility. 

? Solution-oriented, flexible, and open-minded, including ability to operate in a cross-cultural environment. 

? Fluency in English and Ukrainian is required. Reporting • Ensure ad hoc requests from donors are addressed in liaison with the CR, Programme and support teams.

Applications only in English should be submitted with the title or reference of the position. Only short-listed candidates will be contacted for an interview. ACTED and IMPACT are equal opportunity employers.

Attention!

Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”