Grants Management Specialist

Job Posting Organization:
The Danish Refugee Council (DRC) is a prominent protection agency that has been dedicated to safeguarding, advocating for, and promoting sustainable solutions for populations affected by displacement. Established in 1956, DRC has grown to employ over 800 staff in Ukraine alone since it began operations there in 201

• The organization is active in various sectors including Protection, Livelihoods, Shelter/NFIs, and Humanitarian Disarmament and Peacebuilding, which encompasses humanitarian mine action. DRC's mission is to adapt its durable solutions portfolio to meet the evolving needs of displaced populations, ensuring that they receive the necessary support and advocacy to rebuild their lives. DRC operates in multiple countries, focusing on providing assistance and support to those in need, and works closely with civil society organizations (CSOs) to enhance the effectiveness of its interventions.

Job Overview:
As a Grants Management Specialist (GMS) at DRC, you will play a crucial role in ensuring that all donor requirements for ongoing and proposed projects are effectively communicated across relevant departments and teams. You will support the Grants Management Manager in identifying and preparing new funding opportunities, which is essential for the sustainability of DRC's programs. Your responsibilities will include generating high-quality reports and materials for donors regarding ongoing projects, as well as collaborating with the Grants Manager and Head of Program to prepare necessary presentations and updates. The role may also involve supporting various project cycle processes, such as kick-off and close-out meetings, and early spending requests. This position is vital for maintaining compliance with donor regulations and ensuring that DRC's projects are well-supported and effectively managed.

Duties and Responsibilities:
The Grants Management Specialist will have a comprehensive set of responsibilities, including:

• Reporting: Analyze donor guidelines and grant agreements to understand the necessary reporting formats, deadlines, and content requirements, including financial, narrative, and technical reports. Collaborate with program, finance, and MEAL teams to gather accurate and timely data. Prepare draft narrative reports that summarize project progress, achievements, challenges, and lessons learned. Ensure compliance with donor regulations, including financial rules, branding, and visibility requirements. Cross-check reports for accuracy and completeness before submission, manage submission timelines, and maintain a calendar of reporting deadlines. Respond to donor queries and archive all submitted reports for audit purposes.
• Proposal Development: Support the Grants Management Manager in drafting annexes and coordinating inputs from support and program teams. Assist in identifying new funding opportunities and scheduling grant meetings. Help develop communication materials for donors and stakeholders, and prepare donor briefs and project updates.
• Project Cycle Management: Assist in preparing kick-off and close-out meetings, ensuring that project implementation plans are updated with relevant grants-related information. Support the Grants Manager in updating DRC’s ERP system with grants-related information and ensure compliance with donor-specific requirements across departments.
• Capacity Building: Conduct training sessions for partners and internal stakeholders on donor-specific reporting guidelines and timelines, ensuring a clear understanding of the necessary data and documentation for successful grant reporting.

Required Qualifications:
To be considered for the Grants Management Specialist position, candidates must possess a Master’s degree in administration, international relations, or a related field. Additionally, a minimum of 3 years of relevant experience in grants management with donors such as ECHO, DMFA, OCHA, and SIDA is required. Candidates should have experience in both humanitarian and development contexts, demonstrating a solid understanding of the complexities involved in managing grants in these environments. Proficiency in English, both written and spoken, is mandatory, as effective communication is crucial in this role.

Educational Background:
The educational background required for this position includes a Master’s degree in administration, international relations, or another relevant field. This advanced education is essential for understanding the complexities of grants management and the various regulations and requirements associated with donor funding.

Experience:
Candidates for the Grants Management Specialist role should have a minimum of 3 years of relevant experience in grants management. This experience should ideally include working with various donors, particularly in the humanitarian sector, and should demonstrate a strong understanding of the processes involved in managing grants effectively. Experience in both humanitarian and development contexts is highly valued, as it provides a broader perspective on the challenges and opportunities in grants management.

Languages:
Proficiency in English is mandatory for this position, as it is the primary language of communication within the organization and with donors. While English is essential, knowledge of additional languages may be considered an asset, particularly if they are relevant to the regions in which DRC operates or to the donor community.

Additional Notes:
The position offers a contract length of 12 months, which is renewable based on performance and funding availability after a successful completion of a 3-month probation period. The role is classified under Band G, which is a non-management designation. The duty station for this position is Kyiv, and the start date is as soon as possible. Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for national employees. Applicants are required to upload a cover letter and an updated CV (no longer than four pages) in English, and applications sent via email will not be considered. The closing date for applications is set for 31st January 2026.