Grants & Reporting Coordinator Ukraine

Grants & Reporting Coordinator Ukraine

Duty Station: Kyiv

About PIN Ukraine:

PIN has been working in Ukraine since 2014, providing emergency relief and early recovery support to conflict-affected communities in GCA and NGCA. Due to the escalation of conflicts and military intervention in Ukraine, Programmes for conflict-affected communities will focus mainly on MPCA, Emergency Food Assistance, WASH, Shelter, Protection, among other pressing needs. PIN’s contribution to the Ukrainian humanitarian response is amongst the largest, with an annual turnover of over $40 million, engaging full-time staff members across Ukraine and cross-border response hubs in neighboring countries.

Position Summary:

As a member of the Country Programme (CP), the Grants and Reporting Coordinator will be supporting the Grants and Reporting Manager (GRM) on grants healthiness review and oversight, particularly on compliance and donors’ communications. Each Coordinator will have to report on their assigned project/s in close collaboration with the project teams to ensure adequate and appropriate support for compliance and donor engagement. The Grants and Reporting Coordinator will also the programme team in proposal development and project modifications in leading or supporting role. The Grants and Reporting Coordinator may also act as a secondary focal point for external liaison, including representing PIN vis-à-vis donors and in other coordination forums (cluster, working groups, etc).

Main Duties & Responsibilities:

  • Maintains an internal tracking database of her/his assigned donor/s reporting timelines, and coordinate with the Grants and Reporting Manager, Area Managers, and the MEAL team and programme teams to ensure that appropriate data collection and compilation take place on schedule.
  • Ensures that all reports are in-line with the assigned donor/s requirements in terms of structure and content, including with regards to mainstreaming issues, including protection, gender, do no harm and conflict sensitivity. Also, ensure that relevant staff are provided with timely information and materials – including guidelines, templates and examples – in order to develop quality reporting contributions
  • Provides information to relevant staff members on reporting timelines of the assigned project/s, and act as a focal point for collection, compilation, review, quality control and editing of both quantitative and qualitative donor, internal and cluster reporting.
  • Ensures regular reporting updates and oversees compliance guidelines for key donors outlining requirements for programme implementation, procurement and distribution, information collection, and storage and with respect to key project’s requirements and expected deliverables.
  • Acts as a main focal point for selected donors and grant contracts, in external representation as well as internal coordination with program and support teams in terms of program development and reporting.
  • Ensures that standardized reporting formats are in place and utilized by all staff for weekly, biweekly, monthly reports.
  • Prepares documents and collects information from relevant finance and programme teams in order to facilitate regular project review meetings. Utilize standardized tools for project reviews, eg. Internal Project Report (IPR).
  • Supports the GRM and PQD (Programme Implementation Director and Deputy Country Director for Programme Quality) in donor and other external communications and liaison, including participation in meetings and forums, follow-up of queries, information requests, informal reporting, and progress updates.
  • Provides dedicated support to the development of concept notes, proposals, proposal modifications and situation analyses – coordinating the development process with all relevant departments, including designing logical frameworks, setting realistic and measurable targets, and developing narrative proposals & budgets.
  • Proactively supports in monitoring potential 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.
  • Ensures comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use, coordinate with assigned HQ desk colleagues on this and other agendas
  • Supports the MEAL department by following up with AMs on comments and feedback received through monitoring surveys and the complaints response mechanism to ensure that timely action and responses are taken as necessary


  • At least 3-years’ experience of working within a humanitarian and/or development organization;
  • Knowledge of MEAL and reporting mechanisms;
  • At least 2-years grants development work experience;
  • Demonstrated experience in leading the coordination of successful large-scale project proposals to key institutional donors, such as ECHO, World Food Programme, BHA, GAC, ECHO, among others.
  • Demonstrated experience in leading interim and final reporting to the core donors outlined above;
  • Strong grasp of all stages of program cycle management and quality standards in humanitarian programming;
  • Experience working in complex and volatile contexts (familiarity with the humanitarian context in Ukraine is an advantage);
  • Strong organizational, critical analysis, and problem-solving skills;
  • Excellent communication skills, including fluent spoken and written English, including exceptional report writing and editing skills. Ukrainian and/or Russian speakers are encouraged to apply.

PIN offers:

  • Working environment in a well-established and continuously growing humanitarian organization in a challenging context;
  • Salary and benefits according to PIN salary scale and HR policies; expected salary 2200-2400 EUR super gross (based on experience)
  • Monthly subsistence allowance 1350 EUR;
  • Hardship 400 Eur
  • Accommodation/housing allowance;
  • 25 days of holiday per year
  • R&R policy;
  • Travel health insurance;
  • 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 of the medical check-up before and after the deployment;
  • Free 24/7 medical helpdesk and psychological consultation available online;
  • Free access to e-learning sites, global PIN’s Induction Training, Knowledge and Learning department onboarding, and individually tailored capacity-building opportunities; incl. HEAT training.

Security situation in Ukraine:

Humanitarian workers continue to operate throughout Ukraine, despite the occasional shelling, which has intensified since 10 October 2022. However, PIN security SOPs require PIN staff to proceed to shelter each time during an air raid siren and remain there until the air raid siren is cancelled, which cumulatively can be several times a week for several hours a day. Air strikes have mostly targeted energy-related infrastructure, resulting in frequent power outages and occasionally water supply disruptions throughout Kyiv, affecting the living conditions of PIN staff in the city. However, most services such as medical care, shops, public transportation as well as restaurants or leisure facilities remain operational.

The employee is expected to be able to travel to other PIN offices and other locations where PIN is conducting activities, however all travel must first be pre-approved by PIN security department. The employee must comply with all PIN security department SOPs and other relevant instructions.

This position is an unaccompanied position and team members are expected to conduct themselves in a professional manner and respect local laws, customs and PIN's policies, procedures, and values at all times and in all in-country venues.

How to apply:

Are you interested in this position? Great. 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 staff are expected to perform job duties and responsibilities in accordance with People in Need Code of conduct and key policies (available at:

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: 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 organisation and encourage applicants from diverse backgrounds to apply.