Grants and Reporting Manager – Ukraine

Country Program: Ukraine

Base: Kiev with frequent trips to Dnipro, Lviv and other PIN field offices

Line manager: Quality Director Program

About the Ukrainian program for people in need:

PIN has been operating in Ukraine since 2014, providing emergency relief and early recovery support to conflict-affected communities. Due to the escalation of the war in 2022, programs for war-affected communities mainly focus on WASH, Shelter, Protection (including MH-PSS IPA, Protection Monitoring, Community Based Protection), Education, LVH, inclusive recovery and resilience building. PIN’s contribution to the Ukrainian humanitarian response is one of the largest, with an annual turnover of almost $100 million, deploying full-time staff across Ukraine.

About the role:

Under the strategic guidance of the Programme Director Quality, you will be responsible for: (i) the overall coordination of all proposal development and reporting on PIN’s Ukrainian response, (ii) in close collaboration with implementation teams, ensuring strong grant and contract management throughout the project lifecycle, (iii) actively supporting the development of PIN’s funding portfolio, identifying and seeking new funding opportunities, engaging potential donors and helping to build strong donor relationships as required by the Senior Management Team. You will manage a team of Grants & Reporting Coordinators in developing quality proposal and reporting products in line with donor guidelines and PIN’s internal processes, and supporting the successful project lifecycle from a grant and compliance perspective. In close collaboration with the Programme Director Implementation, Area Managers, Technical Leads, Head of MEAL and HQ-based advisors, you will plan and provide capacity building in proposal development, reporting and compliance to programme staff.

Main duties and responsibilities:

Grant management and reporting

• Maintain systems and tools (including Grants Review funding trackers, grant trackers, reporting templates and calendars, etc.) and guide Country Programmes (CPs) in grant management; develop and where possible adapt/introduce existing and/or new tools and systems as necessary, in particular in the areas of information and grant management and reporting, to ensure technical quality across all programmes;
• Lead monthly grant review meetings with the Director of Program Implementation, Regional Directors and Area Managers, including action items and monitoring progress against timelines;
• In close cooperation with the Director of Programme Implementation and Area Managers, ensure high-quality contract management, anticipate potential risks, identify and implement mitigating measures in close coordination with the implementation, operational and management teams; communicate with donors and prepare change requests and other contractual documentation as necessary;
• Together with Head Office and Compliance, maintain regularly updated reporting and compliance guidelines for major donors and serve as a central point of contact for grant communications;
• Ensure well-structured, high-quality and timely reports that meet donor and PIN quality standards and requirements, and clearly reflect mainstream topics such as protection, gender, non-harm and conflict sensitivity, etc.;
• Ensure coordination and facilitation of grant opening and closing meetings, including action items and monitoring progress against timelines;

Development of the proposal:

• Oversee the proposal development processes in support of your team members, the proposal leader and all relevant internal (in-country and HQ) and external stakeholders (programme teams, MEAL, finance, logistics, Compliance, HR, partners);
• Supporting coordinators within your team to ensure that proposals meet donor guidelines and requirements, are written in a readable and persuasive language, and that deadlines for internal reviews and final submission are met;
• Support your team to ensure that logical frameworks, objectives and overall design are developed to a high quality in light of donor expectations and PIN’s own quality standards, by developing proposal narratives and budgets, with guidance from the Senior Management Team – acting as proposal lead where appropriate

Donor inventory and financing strategy:

• Contribute to donor mapping and funding strategies where necessary, contribute knowledge, lessons learned and other relevant perspectives from grant management and donor relations, to strengthen PiN’s broader donor strategies, and inform the Senior Management Team in a timely manner about opportunities and risks
• In close cooperation with the Senior Management Team, contact donors as needed to build and maintain relationships and promote PIN’s work in strategic areas; document such efforts and donor information as required;
• Collaborate with the institutional fundraising unit at HQ and the country programme coordinator (desk) to increase donor knowledge
• Stay informed on an ongoing basis about new funding opportunities (both new and anticipated) and lead meetings on the evaluation of funding opportunities to decide whether or not to approve these opportunities as necessary.

Human resources and capacity building:

• Coach and mentor the Grants and Reporting team in setting and evaluating/assessing performance objectives and individual development plans and in providing ongoing support for professional development;
• Coordinate with Finance and HR departments to ensure that the required HR effort of the team is appropriately costed in new proposals;
• Coordinate the provision of training on proposal development, reporting and compliance for GR and programme teams, including relevant field personnel.

Suitable candidates for this position must possess:

• At least 3 years of work experience in a humanitarian and/or development sector;
• Demonstrable experience in leading the coordination of successful major proposals, interim and final reporting to major donors such as ECHO, BHA, OCHA, BMZ, SDC, USAID, GAC, FCDO, etc.
• Experience with donor positioning and compliance.
• Experience in managing teams of at least 2-3 people.
• Strong knowledge of all phases of programme cycle management and quality standards in humanitarian and/or development programming;
• Knowledge of budget development and management
• Experience working in a multicultural environment (familiarity with the humanitarian context in Ukraine is an advantage);
• Excellent time management skills and the ability to multi-task;
• Strong organizational, analytical and problem-solving skills;
• Demonstrable experience in providing structured capacity building in proposal development and reporting
• Excellent communication skills, including fluent spoken and written English, and exceptional report writing and editing skills.

PIN OFFERS:

• Working environment within an established and continuously growing humanitarian organisation in a challenging context;
• Salary and secondary employment conditions according to the PIN salary scale and HR policy; expected salary 2750-3250 EUR super gross (based on experience)
• Monthly accommodation allowance EUR 1350;
• Difficulty level 400 euros
• Housing allowance;
• 25 days of vacation per year
• R&R policy;
• Travel health insurance;
• Reimbursement of travel expenses for trips to the country of residence once every 6 months of work;
• Reimbursement of visa and vaccination costs; assistance with the visa application procedure;
• Reimbursement of medical examinations before and after deployment;
• Free 24/7 medical helpdesk and psychological consultation available online;
• Free access to e-learning sites, global PIN induction trainings, onboarding of the Knowledge and Learning department and individually tailored capacity building opportunities incl. HEAT training.

Security situation in Ukraine

Humanitarian workers continue to operate throughout Ukraine, although frontline areas are under almost constant shelling and major cities are regularly attacked by missiles and UAVs. PIN security SOPs require PIN personnel to go to shelter when the risk level is deemed highest by the security department (missile or drone launch) and remain there until the air raid siren is cancelled, which can happen several times a week, sometimes for several hours at a time (although shorter periods also occur). Although airstrikes targeting energy infrastructure ended after the winter, they have managed to reach their targets and are likely to resume in late fall/winter. Military and civilian objects are currently being targeted, including western Ukraine. While Kyiv has relatively strong air defense systems that intercept most missiles and UAVs, other regions are covered much less, resulting in greater damage. Outside of areas near the contact line, services such as medical care, shops, public transport, and restaurants or recreational facilities remain operational.