Programme Specialist for Ukraine

Programme Specialist for Ukraine

Country Programme: Ukraine

Contract Length: 1 year with possibility of extension

Base: Prague, HQ

Starting date: asap

Line Manager: Deputy Regional Director for Business Development

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:

PIN has been working in Ukraine since 2014, providing emergency relief and early recovery support to conflict-affected communities. After the escalation of the war in 2022, programme for war-affected communities focus mainly on WASH, Shelter, Protection, Education, including recovery, among other pressing needs. PIN’s contribution to the Ukrainian humanitarian response is amongst the largest, with an annual turnover of close to $100 million, engaging full-time staff members across Ukraine.

About the role:

Programme Specialist (PS) is a member of the HQ team supporting Ukraine programmes. PS represents Country Programme (CP) towards the rest of the organization, donors and partners based in the Czech Republic as well as abroad. It also serves as a focal point for external contacts regarding Ukraine programming.

The line manager of PS is Deputy Regional Director for Business Development. At HQ level PS cooperates closely with, Regional Director, Finance Coordinators, Regional Head of Systems and Operations, PIN Fundraising department, RDD International Relations Department and other depts as needed. At CP level the PS closely coordinates and cooperates mainly with Head of Grants and Reporting Department. Grants and Reporting Coordinators, Programme Implementation Director and Program Quality Director.

The position is based in Prague or home-based. FTE: 100% with possibility to agree on PTE.

Main Duties & Responsibilities:

Coordination and Reporting 

  • Functions as the main focal point between RDD, PIN departments and the CP.
  • Shares information about new or updated quality standards, policies, rules and strategies introduced by the RDD departments or PIN HQ related to programming and project management, compliance, donors or programme quality.
  • Closely coordinates with HQ Finance coordinators regarding institutional, internal and private funds management.
  • Supports creation of quality reports created in the CP for institutional and private donors.
  • Serves as the main HQ focal point for HQ-level (such as DG ECHO, US DoS) and Czech donors.
  • Coordinates reports creation and planning for PIN Fundraising Dept. and functions as a main focal point between CP and PIN Fundraising Dept.
  • Represents PIN at relevant fora, events, and meetings in the Czech Republic relevant to CP and Ukraine topics, where necessary.

Grants Development, Knowledge Management

  • Supports CP in submission of quality concepts and proposals for funding from insitutional and private donors.
  • As needed, may, in coordination with G&R Dept at CP, submit proposals through various donors’ online platforms (Appel, AAMP, GMS, etc.)  
  • Cordinates communication with and  reporting to Czech donors and is responsible for submissions to Czech platform Grantys and coordinating the submission through the Governmental Data Mailbox (“Datová schránka”), where applicable.
  • Supports G&R team in CP when applying for internal and private funds (SOS, Real Aid, Real Gift, Club of Friends, private donors) and supports reporting of internal and private funding.
  • Supports with submission of reports, proposals and communication with selected donors at their  HQs.
  • Supports preparation and updates of components of fundraising strategy, incl. branding materials, capacity statements and concept ideas.
  • Serves as the main focal point for JIRA Proposal Management (PM) System, manages workflows and ensures CP workflows are up-to-date. Inputs new calls for proposals into JIRA originating from Ukraine CP and trains CP teams in the JIRA tool.
  • Coordinates with G&R Unit on ELO uploads and assists with keeping ELO folders up-to-date.
  • Supports the proposal-writing process and assists country program teams with the full and timely submission of complete proposals and annexes. Where relevant and mutually agreed, can take the role of proposal lead, proposal writer or support writer.
  • Builds the capacity of grants and reporting team and other project staff in HQ-related policies, updates on strategies and pillar strategies, where relevant.
  • Provides input for the PIN Annual Report and other PIN documents

Support to Compliance

  • May support coordination of project audits
  • In close cooperation with CP Partnership Unit may support with sharing information about updates on new versions of Teaming Agreements, Partnership Agreements, MoUs and other key documents for partnerships at the CP
  • May coordinate with compliance and legal depts. at RDD/PIN HQ level as needed on specific issues

Main requirements:

  • Experience with project coordination, teamwork, and/or leadership in the non-profit environment and abroad
  • At least 3 years of experience with humanitarian and/or development projects Field experience in country programme abroad
  • Appropriate education degree in either humanitarian aid or development is welcome
  • Proven proposal writing and reporting skills, preferably with humanitarian and development donors such as DG ECHO, USAID/BHA, UN OCHA, Czech MFA, etc.
  • Ability to coordinate with other PIN departments, good communication skills and time management
  • Ability to communicate clearly and sensitively with different groups of people and respect their different cultural backgrounds
  • Ability to strengthen relationships with partners and donors in the Czech Republic and abroad
  • Excellent knowledge of English, Ukrainian language is an advantage
  • Ability to organize your work independently and approach things positively even in situations where job requests are rapidly developing
  • Willingness to travel to Ukraine on short term assignments EU citizenship or valid work permit for the Czech Republic

We offer:

  • Working environment in a well-established humanitarian organization in a challenging context;
  • Starting Salary and benefits based on PIN’s salary scale and HR policies; expected salary range between 46 000 – 52 700 CZK gross for full time based on experience;
  • Time off and Rest:
    • 25 days of holiday annually;
    • 3 sick days and 3 study leave days;
  • Equipment and Workspace:
    • Laptop (also for personal use)
    • Mobile phone with a company plan;
    • Flexibility with occasional home-office arrangements (3 days in the office, 2 days home-office);
    • Open and informal organizational culture, interesting and creative work in an international environment;
    • On-site kindergarten located on the ground floor of our building;
    • Dog-friendly office environment.
  • Professional Development:
    • Free access to e-learning platforms and PIN Learning Hub;
    • PIN’s global Induction Training;
    • Tailored capacity-building opportunities;
    • Hostile Environment Awareness Training (HEAT) (if applicable);
    • Internal webinars support continuous growth and personal improvement;
    • Free psychological consultations and coaching options.
  • Additional benefits:
    • Opportunity to participate in events organized by PIN, including the One World International Film Festival, knowledge-sharing sessions, and retreats;
    • Multisport card (for access to numerous sports facilities - paid by employee);
  • When traveling abroad:
    • Reimbursement of travel expenses such as flights, visas and vaccinations; assistance with the visa application procedure;
    • Travel health insurance covering medical care, incl. the repatriation;
    • 24/7 Medical Support 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.