People in Need

Grants and Reporting Manager

People in Need

Job Description

Country Programme: Ukraine Base: Sloviansk with frequent travels to Kyiv and field offices Reports to: Programs Director Line Managing: Grants and Reporting (GR) Team About PIN Ukraine: People in Need (PIN) is a Czech Republic-based NGO globally working in the relief and development sectors. PIN has been active in Ukraine since early August 2014 and the humanitarian program has been rapidly expanding since then. Currently, PIN is one of the major humanitarian and aspiring development actors in eastern Ukraine providing neutral and independent humanitarian aid to conflict-affected people, as well as early recovery and development assistance in the east of Ukraine. The PIN representative office is located in Kyiv. PIN’s field office in Sloviansk functions as the main base for PIN’s humanitarian operations in the government-controlled area and supporting office for the PIN field office in Stakhanov/Kadiivka. The total volume of the current programs is 7 million USD, funded by ECHO, OFDA, DFID, UNICEF, UHF and Czech MFA and other donors. PIN is providing assistance to the conflict-affected populations and other most vulnerable within the Shelter/NFI, WASH, Food Security and Livelihoods and Protection sectors. Currently, in the context of eastern Ukraine, PIN seeks to achieve a smooth transition – where possible – from emergency humanitarian assistance towards early and longer-term recovery, stabilization and peacebuilding efforts in the region. Humanitarian aid will continue to be provided to the most vulnerable people affected by the conflict, notably along both sides of the contact line and in non-government-controlled areas (NGCA). About the role: Under the strategic guidance of the Programs Director, you will have an overall responsibility for the Grants Management and reporting workflow, by leading and coordinating processes related to the development of new grants, grants tracking, development and drafting of high-quality concept notes and proposals, modification requests and reports in compliance with donor guidelines, HQ and mission-level processes. Working in close collaboration with the Emergency Coordinator, Heads of Projects, Technical Leads/experts, Head of MEAL and HQ-based advisors, you will plan and provide the program staff with capacity-building in proposal development and reporting. Duties and Responsibilities: Grants management and reporting
  • Maintain and update/adjust, as needed, systems and tools (including donor trends Analysis, funding trackers, grant trackers, reporting templates and calendars, etc.) and guide country program (CP) on grant acquisition and management, informed by real needs, tailored to context realities and in line with donors’ and CP strategies and requirements;

  • Ensure Coordination and facilitation of regular and timely meetings for Call for Proposal (CFP) review, grant opening and closing, including capturing the minutes, sharing of actions points and monitoring progress against timelines;

  • Ensure that final grant documentation (including narrative, LF, work plan, budget, etc.) are shared with program and support teams, highlighting relevant donor compliance regulations;

  • Maintain regularly updated reporting and compliance guidelines for key donors outlining requirements for program implementation, procurement and distribution, information collection and storage, and reporting;

  • Ensure well-structured, high-quality and timely reports that meet donor and PIN quality standards and requirements, and dully reflect mainstreaming issues such as protection, gender, do no harm and conflict sensitivity, etc.;

  • Act as a focal point for grants communication, ensuring overall supervision and quality assurance for collection, compilation, review, quality control and editing of both quantitative and qualitative reports, issue letters and modification requests to donors and external stakeholders, with support from the GR officer;

  • Supervise the GR officer to maintain an internal tracking database of donor, internal and cluster reporting timelines, and ensure that the grants unit coordinates with heads of projects, technical leads and the MEAL team to ensure that appropriate Data Collection and compilation take place on schedule.

Proposal development:
  • In light of the country program strategy, ensure regular update of East Ukraine Context Analysis, description of needs and intervention rationales for new proposals, through desk research as well as through acquiring and compiling inputs from needs assessments, lessons learned, evaluation findings and technical descriptions provided by MEAL, experts and Program Leadership.

  • Act as the lead writer or editor for all concept notes and proposals, including designing logical frameworks, setting realistic and measurable targets, developing proposal narrative and budgets, with guidance from Program Director and Emergency coordinator;

  • Lead, plan and coordinate the proposal development process with all relevant internal and external stakeholders (program teams, MEAL, finance, logistics, Compliance, HR, partners)

  • Ensure that proposals comply with donor guidelines and requirements, are written in a reader-friendly and compelling language, meeting deadlines for internal reviews and final submission.

  • In collaboration with program team and HQ grant unit, support development of replicable project models (flagships) and pilots to proactively prepare and position for potential funding opportunities.

Human resources and Capacity Building:
  • As hiring manager of GR team, support in staff recruitment process;

  • Coach and mentor the GR team in setting and evaluating/appraising performance objectives and individual development plans and in providing ongoing support for professional development;

  • Coordinate with finance and HR units to ensure that the required HR effort of GR team is appropriately budgeted in new proposals;

  • Coordinate provision of trainings in proposal development and reporting to ensure that Grants and Reporting and program teams, including relevant field staff, understand and internalize international humanitarian and development programming standards, to be able to provide quality inputs for reporting and program/project design and development of new proposal.

Suitable candidates for this position should possess:
  • At least 3-years’ experience of working within a humanitarian and/or development sector;

  • Demonstrated experience in leading the coordination of multi-sectoral successful proposals, and interim and final reporting to key institutional donors, such as ECHO/EC, USAID (OFDA, FFP), DFID, UN, etc.

  • Strong grasp of all stages of program cycle management and quality standards in humanitarian and/or development programming;

  • Working knowledge of budget development and management

  • Experience of working in a multi-cultural setting (familiarity with the humanitarian context in Ukraine is an advantage);

  • Excellent time management skills and ability to multitask;

  • Strong organizational, analytical and problem-solving skills;

  • Demonstrated experience in providing structured capacity building on proposal development and reporting

  • Excellent communication skills, including fluent spoken and written English, and exceptional report writing and editing skills.

PIN offers:
  • Salary as per PIN scale (per diems included): 2850 – 3150 EUR, depending on the seniority level

  • Type of contract: consultancy contract or Czech employee contract for EU members

  • Duration of the contract: 12 months

  • Accommodation allowance in Sloviansk, guest house in other locations

  • Reimbursement of travel expenses with travel to the country of residence once per every 6 months of work

  • Reimbursement of costs of visas and vaccinations; assistance with visa application procedure

  • Medical helpdesk and psychological consultation available online

  • Medical travel insurance

  • 25 days of paid leave annually (compensational leave: if it occurs necessary to work over weekend or on holidays is compensated proportionally 1:1)

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