Head of Grants and Reporting

Head of Grants and Reporting

Contract Length: 1 year
Country Programme: Ukraine
Base: Kiev with frequent travels to Dnipro, Lviv and other PIN field offices
Line Manager: Deputy Country Director for Programmes Quality

About the Ukraine Programme of People in Need:

People in Need (PIN) has been active in Ukraine since early August 2014. Currently, PIN is one of the major humanitarian actors in Ukraine responding to the recent military escalation providing humanitarian aid to conflict-affected people across Ukraine. Since 2014, PIN has implemented emergency food and cash assistance, NFI, shelter, protection, livelihoods and WASH interventions supporting 3 million vulnerable IDPs, returnees and host communities in urban and rural areas. Since the escalation in February 2022 PIN has scaled up its response from working in 2 Oblasts to working in 23 of the 24 Oblasts in Ukraine, increasing its number of partners, staff, offices and budgets.

About the role:

Under the strategic guidance of the Deputy Country Director for Programmes Quality, you will be responsible for:

(i) proactively supporting the development of PIN’s funding portfolio beyond humanitarian funding, mapping and seeking new funding opportunities, engaging with prospective donors and helping build solid relationships with donors.

(ii) the overall coordination of all proposal development and reporting across PIN’s Ukraine response. You will lead the grants and reporting unit in developing quality proposal and reporting products in compliance with donor guidelines and PIN’s internal processes. Working in close collaboration with the Programmes Implementation Director, Region Directors, Area Managers, Technical Leads, Head of MEAL and HQ-based advisors, you will plan and provide the program staff with capacity-building in proposal development and reporting.

Main Duties & Responsibilities:

Donor mapping and funding strategy:

• Update the donor mapping and funding strategy, keeping abreast of funding trends and donors‘ strategies, paying special attention to diversifying the funding portfolio with new donors in development and human rights sectors (and others as relevant in view of PIN’s programme strategy); timely inform the management staff of opportunities or strategic trends;

• In close cooperation with Deputy Country Director for Programmes Quality, actively engage with donors to establish and nurture relationships and promote PIN’s work in its strategic domains; document such efforts and donor intelligence as required;

• Liaise with HQ funding advisors to increase knowledge of donors and proactive fundraising in the country mission;

• Continuously seek and keep informed of new funding opportunities (both arising and anticipated), and lead funding opportunity review meetings to decide on Go/No-No on such opportunities.

Proposal development:

• Act as proposal manager: Lead, plan and coordinate the proposal development process in support of the proposal technical lead and all relevant internal (in-country and HQ) and external stakeholders (programme teams, MEAL, finance, logistics, Compliance, HR, partners);

• Ensure that proposals comply with donor guidelines and requirements, are written in a reader friendly and compelling language, meeting deadlines for internal reviews and final submission;

• Act as the lead writer or editor for all concept notes and proposals, including ensuring that logical frameworks, targets, and overall design are developed with high quality in view of donor expectations and PIN’s own quality standards, developing proposal narrative and budgets, with guidance from Deputy Country Director for Programme Quality and Programme Implementation Director;

Grants management and reporting

• Maintain systems and tools (including Grants Review funding trackers, grant trackers, reporting templates and calendars, etc.) and guide country program (CP) on grant management; when necessary, develops and wherever possible adapt/introduce existing and/or new tools and systems particularly in the areas of information and grants management and reporting to ensure technical quality across the programs;

• Lead the monthly Grants Review meetings with Programmes Implementation Director, Region Directors and Area Managers, including actions points and monitoring progress against timelines;

• In close cooperation with the Region Directors and Area Managers, ensure high quality contract management, to anticipate any possible risks, identify and implement mitigation measures in close coordination with Operations and management; communicate with donors and prepare modification requests and other contractual documentation as required;

• Maintain regularly updated reporting and compliance guidelines for key donors and act as a focal point for grants communication;

• Ensure well-structured, high-quality and timely reports that meet donor and PIN quality standards and requirements, and dully reflect mainstreaming issues such as protection, gender, do no harm and conflict sensitivity, etc;

• Ensure coordination and facilitation of meetings for grant opening and closing, including actions points and monitoring progress against timelines;

Human resources and capacity building:

• Coach and mentor the GR team in setting and evaluating/appraising performance objectives and individual development plans and in providing ongoing support for professional development;

• Coordinate with finance and HR units to ensure that the required HR effort of GR team is appropriately budgeted in new proposals;

• Coordinate provision of trainings in proposal development and reporting for GR and program teams, including relevant field staff.

Suitable candidates for this position should possess:

  • At least 3-years’ experience of working within a humanitarian and/or development sector;
  • Experience with managing team of 3-4 coordinators
  • Demonstrated experience in leading the coordination of successful multi-sectoral proposals, and interim and final reporting to key institutional donors, such as ECHO/EC, USAID (OFDA, FFP), DFID, UN, etc.
  • Strong grasp of all stages of program cycle management and quality standards in humanitarian and/or development programming
  • Working knowledge of budget development and management
  • Experience of working in a multi-cultural setting (familiarity with the humanitarian context in Ukraine is an advantage);
  • Excellent time management skills and ability to multitask;
  • Strong organizational, analytical and problem-solving skills;
  • Demonstrated experience in providing structured capacity building on proposal development and reporting
  • Excellent communication skills, including fluent spoken and written English, and exceptional report writing and editing skills.

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.

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 2450-2900 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.

How to apply:

Are you interested in this position? Send us your CV (no longer than 4 pages) 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: https://www.peopleinneed.net/key-policies-4142gp).

People in Need is committed to preventing any type of unwanted behavior 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 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.