Grants Management Specialist

Job Posting Organization:
The Danish Refugee Council (DRC) is a prominent protection agency established to advocate for and promote durable solutions for populations affected by displacement. Since its inception, DRC has been dedicated to providing assistance and support to those in need, particularly in conflict-affected areas. The organization has been operational in Ukraine since 2014, employing over 800 staff members who work across various sectors including Protection, Livelihoods, Shelter/NFIs, and Humanitarian Disarmament and Peacebuilding. DRC's approach involves direct interventions, support to duty bearers, and partnerships with civil society organizations (CSOs). As the context in Ukraine evolves, DRC is committed to adapting its durable solutions portfolio to meet the changing needs of the affected populations.

Job Overview:
The Grants Management Specialist (GMS) will play a crucial role within the grants team, ensuring that all donor requirements for ongoing and proposed projects are effectively communicated across relevant departments. The GMS will support the Grants Management Manager in identifying and preparing new funding opportunities, generating high-quality reports and materials for donors, and collaborating with the Grants Manager and Head of Program to prepare necessary presentations and updates. The role may also involve supporting project cycle processes, including kick-off and close-out meetings, and early spending requests. The GMS will be responsible for analyzing donor guidelines and grant agreements to ensure compliance with reporting formats, deadlines, and content requirements, while also collaborating with various teams to gather accurate data for reporting purposes.

Duties and Responsibilities:
The primary responsibilities of the Grants Management Specialist include:

• Reporting: Analyze donor guidelines and grant agreements to understand reporting formats, deadlines, and content requirements. Collaborate with program, finance, and MEAL teams to gather accurate and timely data. Prepare draft narrative reports summarizing project progress, achievements, challenges, and lessons learned. Ensure compliance with donor regulations, including financial rules and visibility requirements. Manage submission timelines and ensure reports are submitted to donors by required deadlines. Maintain a calendar of reporting deadlines and reminders. Respond to donor queries related to reports 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. Develop communication materials for donors and stakeholders.
• Project Cycle Management: Prepare for kick-off and close-out meetings, ensuring project implementation plans are updated with relevant grants information. Support the grants manager in updating DRC’s ERP system with grants-related information. Ensure all departments are aware of key donor compliance information.
• Capacity Building: Conduct training sessions for partners and internal stakeholders on donor-specific reporting guidelines and formats, ensuring understanding of 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. 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, and proficiency in English (both written and spoken) is mandatory. Additionally, experience working in the Ukraine humanitarian context and previous experience with INGOs is desirable.

Educational Background:
Candidates must hold a Master’s degree in administration, international relations, or another relevant field. This educational background is essential to ensure that the candidate has the necessary theoretical knowledge and understanding of the complexities involved in grants management within humanitarian and development contexts.

Experience:
The position requires a minimum of 3 years of relevant experience in grants management, specifically with donors such as ECHO, DMFA, OCHA, and SIDA. This experience should encompass both humanitarian and development contexts, demonstrating the candidate's ability to navigate the intricacies of grant management in diverse settings.

Languages:
Proficiency in English is mandatory for this position, both written and spoken. This is essential for effective communication with donors and stakeholders. While not mandatory, knowledge of additional languages relevant to the region or the organization's operations may be considered an asset.

Additional Notes:
The contract for this position is for 12 months, with the possibility of renewal depending on performance and funding availability after a successful completion of a 3-month probation period. The position is classified as Band G - non-management, and the designated duty station is Kyiv. The expected start date for this role is November 202

• The salary and conditions will align with the Danish Refugee Council’s Terms of Employment for employees on national contracts, starting from EUR 2574 gross per month, depending on experience and qualifications. All 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 18th October 2026, and candidates are encouraged to apply as soon as possible, as interviews may be conducted on a rolling basis. DRC reserves the right to select a candidate before the vacancy close date once a suitable candidate has been identified.