Grants and Reporting Manager – Ukraine At INTERSOS

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Grants and Reporting Manager

Code: SR-60-2738

Duty station: Dnipro, with frequent visits to all INTERSOS bases in Ukraine

Starting date: 31/10/2022

Contract duration: 6 months (renewable)

Reporting to: Country Programme Coordinator

Supervision of: –

Dependents: Non-family duty station

General context of the project

The war in Ukraine, which started on the 24th of February, shows no signs of abating, and continues to drive increasing humanitarian needs across the country. The most recent verified figures record more than 11,000 civilian casualties since the war began, including 4,889 people killed and 6,263 injured. The real numbers are likely much higher, but already exceeds the verified 10,982 civilian casualties reported in the previous 8 years of conflict in eastern Ukraine. The number of internally displaced persons (IDPs) has now dropped from a peak of just over 8 million, however the majority (3.9 million) continue to be from the east of the country, the main focus of the current Russian offensive (IOM), with many IDPs coming from Kharkivska, Zaporiska and Dnipropetrovska Oblasts. Access concerns and humanitarian needs are particularly high in eastern Donetska and Luhansk oblasts where the conflict is intensifying and critical infrastructure damages prevent civilians from accessing basic services.

INTERSOS started working on the Ukraine crisis from the very beginning of the conflict, first through a regional response with operations in neighboring countries (Poland and Moldova) and subsequently within Ukraine (since March 2022). Today INTERSOS is present in Lvivska, Vinnytska, Poltavska, Odeska and Dnipropetrovska Oblasts with bases of operations and warehouses in Lviv, Vinnytsia, Poltava, Odessa, Kyiv and Dnipro allowing a wide geographical coverage. INTERSOS is currently implementing Health, Protection, NFIs and WASH interventions, funded by UNHCR, SV, OCHA, GFFO, AICS and ECHO encompassing several components: distribution of medicines to Regional Health Departments and shelters and equipment for clinics, Cash for Health, mobilisation of Protection mobile teams, establishment of community-based protection mechanisms, case management for CP/PWSN cases, psychosocial support (PSS), Protection Monitoring (PM), and distribution of material assistance to vulnerable individuals and households.

General purpose of the position

The Grants and Reporting Manager ensures timely support for design and development of new project proposal, reporting in adherence to donor’s guidelines, and ensuring these are in line with INTERSOS’ program goals, objectives and indicators.​

Main responsibilities and tasks

• Develop and maintain overview of all grants, donor requirements, rules and regulations, and internal and external deadlines, including filing of grant documents (including through the grants database (IMP)
• Responsible for developing/and or reviewing grants proposals in collaboration with Programme Department and Technical Advisors. Including:
  • Analyzing requests for proposals, be updated on donor priorities and track and share relevant calls for proposals.
  • Ensure that programs’ design matches INTERSOS and donor technical minimum standards and seek MEAL department guidance and tools.
  • Organizing and managing the use of timelines, templates and guidelines for proposals
  • Writing or compiling and managing review of proposals
  • Packaging proposals for submission.
  • Be updated on donor priorities, trends (such as interest in cash-based interventions) and track and share relevant calls for proposals
• Manage the process of compiling reports (donors and internal reports) in close collaboration with Technical Advisors, Programme, MEAL, and Finance team to ensure accurate, transparent and timely delivery of narrative and financial documents.
• Manage grant process of implementing partners (sub-grantees), including drafting of grants agreements and MoUs, and follow up on reports and grant amendments
• Coordinate and seek input on generic concept notes, briefing notes, SITREPS and programme factsheets to be used in donor meetings and visits.
• Ensure the timely compilation, review and submission of relevant supporting documents for monitoring exercises conducted by donors or third parties.
• Accountable for compliance in relation to grant management and project cycle management processes. Including providing an internal help-desk on donor related issues and delivering training on donor rules and regulations, internal INTERSOS reporting tools, as well as proposal and report writing.
• Assist in the representation of INTERSOS in external meetings and monitoring mission of donors, as delegated by the Programme Coordinator.
• Develop and implement a consistent filing structure and ensure that the project folders are complete and arranged (agreement, amendments, NFFs, signed reports, communications, etc.).- shared responsibility with Programme managers and Finance/admin department.

Required profile and experience

Education

University Degree in a related field​

Professional Experience

• 3 years of professional experience working with humanitarian NGO, working in program design and evaluation
• Demonstrate active direct experience in dealing with grants (proposal development and/or reporting) from minimum 2 donors out of the following list: DG ECHO, UNHCR, UNOCHA, AICS, USAID/BHA, GAC
• Demonstrate familiarity with Project Cycle Management

Professional Requirements

• Strong Project Cycle Management skills and capacity to plan and organize work activities
• Excellent reporting and writing skills
• Demonstrate familiarity with Project Cycle Management
• Strong Project Cycle Management skills and capacity to plan and organize work activities
• Excellent reporting and writing skills

Languages

Fluency in English (written and spoken)​

Personal Requirements

• Excellent coordination, communication and negotiation skills
• Strong organizational and problem-solving skills with analytic approach
• Strong attitude for teamwork and collaboration within a complex organisation
• Ability to work under pressure, with peaks of heavy workloads, and to manage several tasks at once with tight deadlines.
• Self-development, initiative-taking.
• Good computing skills