Grants and Reporting Coordinantor

Country Programme: Ukraine

Contract Length: 1 year with possible extension

Base: Kyiv

Starting date: November 2026

Line Manager: Head of Grants and Rerporting

People in Need (PIN) is a Czech-based international non-governmental organization (NGO) that has provided humanitarian and development assistance across more than 20 countries since 1992. Today, PIN stands as one of the largest organizations of its kind in Central and Eastern Europe, supporting vulnerable communities in Asia, Africa, the Middle East, and Eastern Europe. PIN empowers civil society, advocates for human rights, and promotes social inclusion both at home and abroad.

About the Ukrainian Programme of People in Need:

People in Need (PIN) began operations in Ukraine in 2003 with human rights programs and expanded to humanitarian assistance in 2014. With the full-scale invasion in February 2022, we significantly scaled up our programming across the country. Since then, PIN has reached almost 4 million people, working with a network of local partner organizations.

Today, PIN has its offices and teams in 8 oblasts in Ukraine with more than 500 local and international staff working in Lvivska, Kyivska (head office), Sumska, Kharkivska, Dnipropetrovska, Mykolaivska and Khersonska, Zaporizka, and Donetska oblasts.

PIN's assistance addresses both immediate and longer-term needs of war-affected people, focusing on safe water and sanitation, shelter repairs, protection services, and education in emergencies. Our recovery programming delivers more systemic solutions, including support to district heating systems and renewable energy initiatives.

PIN also provides comprehensive assistance to veterans and their families, including business grants and mental health and psychosocial support (MHPSS), strengthens the quality of education in schools, and advances systemic improvements in social care for the most vulnerable. Funding comes from a diverse range of institutional and private donors.

 

About the role:

As a member of the Country Programme (CP) and specifically a team member of the Grants and Reporting Unit, with the support of the Head of Grants and Reporting (HoGR), the Grants and Reporting Coordinator (GC) will oversee assigned grants’ implementation progress, particularly in relation to approved proposal and in compliance with donor’s rules and procedures. The GC will report on their assigned project/s in close collaboration with relevant teams. The Grants and Reporting Coordinator will act as a Grants Focal Point (GFP) as assigned during the proposal development, will support or lead the proposal development and project modification processes, and may act as a focal point for external liaison, including representing PIN vis-à-vis donors and in other coordination forums as assigned. Other tasks may be assigned by the HoGR as deemed necessary.

Main Duties & Responsibilities:

Program Coordination and Grants Management:

• Maintains an internal tracking database of her/his assigned grants/donors, reporting timelines, project milestones/targets and modifications. Ensures comprehensive grant files, donor guidelines and resources are maintained, updated and available for use.

• Coordinates with Area Managers and Area teams, Programme Coordinators,

• MEAL, Technical Leads, as well as Advocacy and Communication, Procurement, Finance, Database, Partnership units, and Security department as well as Headquarters (HQ) focal points to ensure accurate tracking and reporting of programmatic adjustments throughout the project life cycle.

• Advises teams and partners, where needed, on donor’s compliance, rules and requirements in coordination with other relevant units.

• Prepares and leads the kick off, project review, and close out meetings, and participates in other project/grant-related meetings e.g. Lessons Learned meeting. Prepares documents and collects information from relevant Finance, Logistics/Procurement, Partnership (PI), MEAL, Comms and Advocacy, Security, Data and Programme teams in order to facilitate regular project review meetings.

• Prepares regular updates for key donors on project progress, achievement highlights and challenges as well as shares briefing notes, other project and communication materials with respective donors

• Provides information to relevant staff members on reporting timelines of the assigned project/s. Ensures relevant staff are provided with timely information and materials – including guidelines, templates and examples – to develop quality reporting contributions. Acts as a focal point for collection, compilation, review, quality control and editing of both quantitative and qualitative internal and donor reporting.

• Prepares all donor narrative reports and coordinates necessary clearances and submission of reports and necessary annexes; and flags inconsistencies, if identified to the Finance Department to ensure that financial and narrative reports are aligned.

• In collaboration with technical leads, ensures that all reports are in-line with the assigned donor/s requirements in structure and content, including mainstreaming issues such as protection, gender, do no harm, and conflict sensitivity.

• Works with Data team to report on all quantitative figures; flags any discrepancies if identified, to Data team; utilises dashboards and databases as primary source of information, working with Area teams to provide qualitative information where dashboards have gaps.

• In coordination with the PI and Technical Leads, reviews all MEAL products that will be submitted to the donor to ensure alignment with reports and donor communication.

• Prepares Modification Request, No-cost Extension, and/or Cost Extension packages in coordination with relevant departments. Supports finalisation of relevant project-related documents prepared by other departments, such as Evaluation Terms of References (ToRs), Third Party Monitoring (TPM) plans, etc. and coordinates with TPM organizations contributing to planning monitoring visits.

• Undertakes regular field visits to gain in-depth understanding of the context and implementation.

• Coordinates donor-related field visits as needed.

Fundraising and Resource Mobilization:

• Proactively supports in monitoring and analysis of new funding opportunities for PIN in Ukraine through relevant open sources (donor websites, humanitarian assistance portals), clusters, and bilateral consultation and scoping with existing and potential donors.

• Working in close collaboration with Technical Leads, Programme Coordinators and Area teams, as well as other relevant units and departments, acts as a GFP and/or Proposal Lead, as assigned; supports preparation for Go-No-Go and proposal kick-off preparation meetings, proposal development workplan/timelines; leads development of concept notes, proposals (including supporting the design of logical frameworks, targets, and budgets); ensures updated and current templates are available for narrative, finance, and other parts or annexes.

• Leads proposal modifications and situation analyses – including modifications in logical frameworks, targets, and budgets.

• As assigned, creates and shares a folder on SharePoint for the internal proposal preparation, creates a Teams chat for relevant colleagues, and were helpful organizes sectoral design chats/discussions.  

• As assigned, creates the Resource Folder in ELO (PIN’s internal system) and initiates the workflow.

• Follows-up on relevant action items from Ukraine Fundraising and Resource Mobilization meetings, as well as other meetings, ensuring timely completion of relevant tasks.

Internal and External Coordination:

• Communicates with relevant donors and represents PIN at the appropriate level of representation.

• Participates in meetings with HQ and other coordination meetings as requested by the line manager.

• Coordinates with focal points from Finance, Data team, MEAL, Programme Quality, and Area teams during proposal development and reporting periods as well as partners, as needed.

• Coordinates with communications team to ensure that relevant communication materials (human interest stories, videos, etc.) are developed for projects as per workplan and donors’ requirements; as well as ensures distribution of readily available communication materials to donors.

• Acts as the main project focal point for respective donors.

Requirements:

• Communicates with relevant donors and represents PIN at the appropriate level of representation.

• Participates in meetings with HQ and other coordination meetings as requested by the line manager.

• Coordinates with focal points from Finance, Data team, MEAL, Programme Quality, and Area teams during proposal development and reporting periods as well as partners, as needed.

• Coordinates with communications team to ensure that relevant communication materials (human interest stories, videos, etc.) are developed for projects as per workplan and donors’ requirements; as well as ensures distribution of readily available communication materials to donors.

• Acts as the main project focal point for respective donors.

We offer:

• Working environment in a well-established humanitarian organization in a challenging context;
• Starting Salary based on PIN’s salary scale and HR policies, between 2600-2800 EUR;
• Additional allowances include:
  • Monthly Subsistence Allowance of 1440 EUR;
  • Monthly Hardship Allowance of 400 EUR;
  • Accommodation provided by PIN/Monthly Housing Allowance up to 1000 EUR;
• Time off and Rest:
  • 25 days of holiday annually;
  • 10 sick days
  • Rest & Recreation (R&R) policy in place: 3x 5 days of leave per year with 350 Eur lump sum allowance per each leave.
• Travel benefits:
  • Reimbursement of travel expenses with travel to the country of residence once every 6 months of work;
  • Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;
  • Reimbursement for the medical check-up before and after the deployment;
  • Travel health insurance covering medical care, incl. the repatriation;
• Health and Well-being:
  • 24/7 Medical Support available online;
  • Free psychological consultations available online;
• Professional Development: Free access to e-learning platforms and PIN Learning Hub; PIN’s global Induction Training, and tailored capacity-building opportunities, including Hostile Environment Awareness Training (HEAT);

Security situation in Ukraine

Humanitarian workers continue to operate throughout Ukraine, although the front-line areas are being shelled almost constantly, and main cities are being targeted with missiles and UAVs quite regularly. PIN security SOPs require PIN staff to proceed to shelter should the risk level be assessed by the Security Department as the highest (launch of missiles or drones) and remain there until the air raid siren is cancelled, which cumulatively can be several times a week, occasionally for several hours at a time (although shorter periods are as well occurring). While air strikes that were targeting energy, infrastructure have finished after winter, they have succeeded in reaching their goals and are likely to resume in late autumn/winter. At the moment military and civilian objects are being targeted, including the west of Ukraine. While Kyiv enjoys relatively strong air defence systems that are intercepting most of the missiles and UAVs, other regions are covered much less significantly which results in bigger damage. Outside of the areas in the vicinity to the contact line, services such as medical care, shops, public transportation as well as restaurants or leisure facilities remain operational.

 

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 is committed to promoting the welfare of children and adults with whom People in Need involved. 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.

 

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.