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Grants and Reporting Senior Officer (Sloviansk)

Duty station: Sloviansk with rare field trips possible to the project locations or to Kyiv

Starting date: asap

Duration: 12 months (including 3 months’ probation period) with possibility of further extension 


People in Need (PIN) is a Czech international non-governmental organization, that is present in more than 20 countries has been active in Ukraine since 2014, and the humanitarian programs have been rapidly expanding since then. Currently, PIN is one of the major humanitarian actors in Eastern Ukraine while providing neutral, impartial and independent humanitarian aid to conflict-affected people.

PIN is an Equal Opportunity employer, so applications are encouraged from all qualified candidates without distinction on any grounds including race, ethnicity, nationality, age, religion, disability, sexual orientation, gender identity and others. PIN welcomes applications from underrepresented groups and value diversity. 

General information about the role of the person

Under overall supervision of Grants and Reporting Manager, the Grants and Reporting Senior Officer (hereafter GRSO) supports the Unit in assessing funding opportunities and donor mapping, developing project proposals and donor reports, as well as supporting in guiding and capacitating the program staff in the relevant processes.

Specific duties and responsibilities

Reporting & Grants Management

  • Support the process of maintaining grants management tools and to monitor the use of them among national Emergency Coordinator, Heads of Project (and their teams) to ensure accurate tracking of implementation, progress and timely alerts to potential challenges/obstacles.
  • Follow up and ensure that donor and internal reporting deadlines are met and support the Unit in report preparation. 
  • Assist in collecting, reviewing and editing donor and internal reports and ensuring quality assurance and compliance with donor reporting requirements.
  • Provide reminders to relevant staff members on reporting timelines, and act as a focal point for collection, compilation, review, quality control and editing of both quantitative and qualitative donor, internal and cluster reporting.
  • Support development of reports and proposals, ensuring integration of information and recommendations delivered by the previous programs including from minutes of donors meetings, PDM and evaluation reports, audits, etc.
  • Provide technical contribution to preparing and conducting trainings for Programme staffs on grants management and reporting (donor guidelines and grant management practical trainings).

Proposal Development

  • Under the guidance of GRM, provide dedicated support to the development of concept notes and proposals– coordinating as required the development process with all relevant staff, including to ensure that logical frameworks, targets, and overall design are developed with high quality in view of donor expectations and PIN’s own quality standards, and contribute to developing narrative proposals & budgets in the process.
  • Provide technical contribution to preparing and conducting trainings for national Program Managers/Coordinators on proposal development.

 Information sharing /data collection

  • Collecting information on existing development and humanitarian donors in Ukraine, updating donor mapping for Ukraine Country Programme
  • Assisting/leading grant review meetings, taking minutes of meeting, action points and disseminating with relevant staff
  • Ensuring proper archiving of all grant management data including proposals, donor reports, donor communication and regularly updates SharePoint and ELO according to internal rules.
  • Assist the GRM to develop external communication tools as relevant for donor visits/meetings/reports.


  • Support the translation grants and reporting tools and documents (English to Russian/Ukrainian – Russian/Ukrainian to English)
  • Assist GRM during trainings with interpretation (English to Russian/Ukrainian – Russian/Ukrainian to English)
  • Provide overall assistance to GRM in communication with national staff 

Required background and competences:

  • Bachelor’s Degree in Social Sciences (e.g. International Relations, Political Science, Sociology, History etc.), Master’s degree is preferred
  • Minimum 3-year work experience in I/NGOs or other civil society organizations, international organizations, donor institutions
  • Experience in working with institutional donors including ECHO, BHA (OFDA), UN agencies, and other donors
  • Fluency in English, excellent writing, editing and reviewing skills are required
  • Good understanding of Ukrainian context and humanitarian and/or development landscape;
  • Proficient user of Microsoft Office programs including Excel, Word and Power Point
  • Highly organized, strong attention to detail
  • Ability to work under tight deadlines
  • Good understanding of Monitoring, Evaluation, Accountability and Learning, and budget management for purposes of overall grant management;
  • Demonstrated ability to perform complex tasks and to prioritize multiple assignments;
  • Team player with strong interpersonal skills


  • Salary as per PIN salary scale: 886 - 983 USD GROSS on probation period (based on experience). The salary after probation period will be increased, the percentage will be agreed based on performance indicators but no less than 5%.
  • Meaningful and positive working environment in a well-established and growing international humanitarian organization with career development opportunities;
  • 5% annual salary increase;
  • Reimbursement of travel expenses between offices and areas of intervention;
  • Professional development opportunities through various capacity building events, such as trainings;
  • 28 days of annual leave + 3 New Year bonus leave

Application procedure: 

Please send clearly marked CV and Motivation letter in English to the email Please note only the shortlisted candidates will be contacted. Written test and interviews will be conducted on rolling basis and the vacancy will be closed when filled.

Please note that PIN does not charge a fee at any stage of its recruitment process.


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