Grants and Reporting Manager (Ukraine) At Polish Humanitarian Action – Polska Akcja Humanitarna

Polish Humanitarian Action (PAH) is currently looking for a Grants and Reporting Manager to provide strategic guidance and support to the country office on issues of program development, grants/sub-grants management and compliance, and donor relations.

General information:

Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with a representation office in Ukraine;

Position: Grants and Reporting Manager;

Location: Lviv with posible travel to program locations;

Job terms: full-time;

Type of employment: Full time;

Duration: 12 months;

Starting date: ASAP.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly and single mothers, working in the sectors of Protection, WASH, MPCA, Food Security and Livelihoods.

Key Duties and Responsibilities:

• Act as a technical leader in comprehensive business development; develop funding proposals that are context appropriate and aligned with the country-level Strategic Action Plan;
• Lead proposal development initiatives, providing overall coordination function between HQ IRC’s global technical advisors, partners, finance, operations, HR, and program focal points to ensure smooth and timely proposal development processes;
• Serve as team lead for all proposals, working with and /or overseeing other key roles (e.g. consultants);
• Consolidate PAH grant Tracking tool and ensure projects are tracked in a timely manner;
• In collaboration with MEAL Coordinator and the Head of Programmes, utilize needs assessments contextual analysis results to inform project design;
• Monitor major donor trends (policies, strategic directions, etc.) and funding opportunities through regular research and monitoring of information on relevant websites and/or other sources;
• Support program growth aligned with strategic priorities through liaising and collaborating with respective technical officers in program design, researching context, gaps, needs assessments, and viable new funding opportunities;
• Ensure the identification, appraisal, and mapping of partners is carried out constructively and consistently, and that strategic partners are appropriately engaged in pre-positioning and proposals development processes;
• Interpreting donor solicitations and donor-specific rules and regulations to ensure a responsive and compliant proposal design;
• Support proposal budget development and ensure responsiveness and match with the technical narrative;
• Consolidate written inputs into a cohesive proposal narrative; write non-technical sections such as the management and past performance sections;
• Edit full technical proposal and budget narrative for coherence, length, uniformity, and responsiveness to the solicitation;
• Review any request for extension and amendments in coordination with the Head of Programmes and the Head of Mission;
• Improve the partner tracker and review and maintain a tracker for PAH and partners payments and expenditure per each grant;
• In coordination with the HQ Desk Officer provide overall oversight of the grants portfolio and regularly update the grants tracker;
• Compile data and ensure the submission of timely and high-quality reports (including narrative, financial and MEAL) to donors, including the development and update of regular funding and reporting trackers and schedules;
• Provide technical guidance on PAH and donor regulations to ensure compliance within operations, program implementation and reporting;
• Manage and/or support all agreements reviews and budget realignments;
• Coordinate closely with finance and logistic teams and review project spending plans to ensure effective spending amendments and closeout activities;
• Manage and/or support negotiation of partner sub award agreements in coordination with the Partnerships coordinator;
• Ensure the grants team’s strategic action plan commitments and milestones are reached and key contributors delivered;
• Ensure accountability to all relevant stakeholders, including beneficiaries, local community, authorities, donors, partners, and other;
• Supervise work of logistics officers and volunteers.

The successful candidate will be selected based on the qualification requirements described below:

• BA / Master’s Degree in program management or any other relevant field;
• Minimum 2 years of relevant professional experience within humanitarian sector;
• Proven grant writing record ;
• Prior grants or program management experience;
• Familiarity with compliance essentials and experience in working for institutional donors such as ECHO, BHA and UHF;
• Skilled in team management and capacity building;
• Excellent interpersonal skills and ability to work effectively with people at all levels with varied backgrounds, experience and skills and contribute to achievement of common goals;
• Excellent organization skills, including time management & prioritization;
• Excellent analytical skills and expertise in developing systems and processes to analyze and track information;
• Excellent English language skills (written and verbal), at least C1 level;
• High English writing skills with ability to write reports effectively;
• Good command of Ukrainian language, at least at B1 level;
• Strong computer literacy required;
• Sound understanding of local context and humanitarian & social needs of most vulnerable population groups in Ukraine.