Grants and Operations Officer

Duty Station: Prague

Position Summary

The Grants and Operations Officer is part of PIN's Institutional Relations Department (IRD) with a focus on providing comprehensive support to grants and operations processes within the department, including finance. 

Reporting Relations & Interdependencies with Other Functions

The Grants and Operations Officer reports to a senior IRD Lead. She/he closely cooperates with other members of IRD and other PIN departments such as Finance, Logistics, IT, HR, Legal etc. 

Duties & Responsibilities

• Responsible for managing registration processes with PIN’s main institutional donors, including storing and sharing of the credentials, regular profile updates etc.
• Supports regular monitoring and sharing of funding opportunities: monitoring of grants databases and individual donor websites several times per week.
• Supports CPs with donor due diligence processes and profile updates.
• Supports Country Programs and desks with administrative parts of project development: preparation of annexes and other documentation.
• Supports with compiling or organising datasets needed for analysis of donor trends, internal success rate and similar.
• Supports the drafting and collecting of briefing materials (i.e. factsheets) for donor / partner meetings.

• Coordinates together with Legal Department implementation of CZ Lobby Regulation Law
• Overview and management of the EU Transparency Register
• Manages the internal Partnership/ Networks Database

• Supports the IRD members in terms of all necessary administrative processes including travel policy, PRF, capacity building, IT & Office equipment etc. ( daily bases, workload may vary)
• Keeps Confluence and other sharing/ communication systems up to date ( significant workload at the beginning )
• Responds to requests from IRD team members for information regarding internal processes, tools and systems
• Support the effective communication, coordination and collaboration across IRD Team
• Supports organisation of meetings and briefings
• Supports on-boarding process of new employees, ensuring technical equipment and inventory (ad hoc)
• Supports the organisation of events particularly in terms of operational and production issues if applicable (ad hoc)
• Collects feedback on strategic advocacy and fundraising materials
• Deals with one-off and regular administrative tasks

• Support the team in working with ELO and Navision as needed.
• Support IRD members when creating and uploading Purchase Request Form (PRF), invoice processing, procurement processes and related issues
• Support the Head of IRD with departmental operational budgeting and financial management

Requirements:

• Experience working for an INGO or donor agencies;
• Good command of tools such as MS Word, Excel, Confluence; knowledge of Power BI and MS Navision is an advantage;
• Demonstrated ability to perform well under time pressure, manage multiple tasks, and work independently and effectively in fast-paced, multicultural environment;
• Strong critical thinking, attention to detail and problem-solving skills;
• Excellent communication, writing, editing and proofreading skills;
• Familiarity with PIN's key donors such as the EU, US, UK, UN and similar
• Proven experience developing advocacy materials (brochures, factsheets, articles, etc.) is an advantage;
• Experience with data analysis and donor due diligence processes is an advantage
• Dependable and interested in contributing to different team environments;
• Fluency in both Czech and English language is required; and
• Other languages are an advantage (French, Portuguese, Spanish, Arabic, etc.)

PIN offers:

• Possibility of remote and flexible work;
• Salary according to the PIN salary scale dependent on the cost of living in the specific home location;
• Work with inspiring people from the largest Central and Eastern-European INGO;
• 25 days of annual leave and 3 days of sick leave;
• Personal and professional development – including extensive Capacity Building program – internal and external – Induction training, internal e-learnings, Knowledge and Learning Department onboarding, eventual HETA Training, Humentum training (www.humnetum.org), PuntoSud training (https://academy.puntosud.org/courses);
• For Prague based: Child daycare for employee´s children (klindergarten in the building of our office in Prague). Possibility to participate in interesting events we organize (e.g. One World International film festival); and
• Free medical helpdesk and mental health support are available online.

How to apply:

If you are interested in this position, send us your CV and short cover letter via our application form.
Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.
We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.