Project Reporting Coordinator - Ukraine Response

Project Reporting Coordinator - Ukraine Response

Tento inzerát je neaktivní.

Country Programme: Ukraine

Base: Kyiv

Line Manager: Grants and Reporting Manager

Starting date: ASAP

Contract duration: 12 months

About the mission:

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.

Overview of the position:

As a member of the Country Programme (CP), the Project Reporting Coordinator will be supporting the Grants and Reporting Manager 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 managers to ensure adequate and appropriate support for compliance and donor engagement. The Project reporting Coordinator will also need to support the GRM on proposal writing. The Project 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).

Duties and Responsibilities:

  • Maintain an internal tracking database of her/his assigned donor/s reporting timelines, and coordinate with the Grants and Reporting Manager, Programme Managers, and the M&E team to ensure that appropriate data collection and compilation take place on schedule.
  • Ensure that all reports are in-line with the assigned donor/r 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
  • Request 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.
  • Ensure regular updating of reporting and compliance guidelines for key donors outlining requirements for programme implementation, procurement and distribution, information collection, and storage.
  • Ensure that standardized reporting formats are in place and utilized by all staff for weekly, biweekly, monthly reports, market and needs assessments, case studies, flash reports, etc., and support programme teams to roll these out across the mission.
  • Support the GRM (Grants and reporting Manager) and PQD (Programme Quality Directors) 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.
  • Proactively support 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.
  • Provide dedicated support to the development of concept notes, proposals, 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.
  • Ensure comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use
  • Support the MEAL department by following up with PMs on comments and feedback received through monitoring surveys and the complaints response mechanism to ensure that timely action and responses are taken as necessary

Suitable candidates for this position should possess:

  • At least 3-years’ experience of working within a humanitarian and/or development organization;
  • Knowledge of M&E and reporting mechanisms;
  • At least 2-years grants related work experience.
  • Demonstrated experience in leading the coordination of successful multi-million-dollar 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 and will be considered as an advantage.

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:

  • Salary as per PIN scale: 2000 – 2200 EUR super gross (depending on the seniority level) + 1200 EUR per diems + 400 EUR hardship allowance
  • Work experience with professional and flexible NGO, the largest one in Central-Eastern Europe
  • Accommodation and local transport cost covered
  • 2 flights to home country covered per year
  • Cost of visas and Vaccination covered
  • 25 days of Holidays per year
  • Free medical helpdesk and psychological consultation available on-line
  • Travel Insurance
  • Participation in enriching annual meetings off all senior staff field in Prague
  • Extra benefits for long term employees
  • Sick days
  • E-learning platform
  • Language courses available


How to apply:

Are you interested in this position? Send us your CV and short cover letter (no longer than 4 pages altogether) 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: