Grants and Reporting Coordinator/home-based

Grants and Reporting Coordinator/home-based

Starting date: ASAP

Location: home-based, with occasional trips to HQ (Prague, Czech Republic) and to the country programme

Engagement: Fulltime

Duration: One year with the possibility of extension 


People in Need is one of the largest non-profit organizations in Central and Eastern Europe active in humanitarian and development aid, human rights and social inclusion. In 2021, more than 2400 employees worked in our Humanitarian and Development Aid Section in 23 countries (Asia, Africa, Middle East and Eastern Europe). Our growing team in Prague (with a turnover of more than 80 million EUR per year) is looking for a new colleague to become Grants and Reporting Coordinator for our country programmes.


Position Summary

Grants and Reporting Coordinator (GRC) is a member of the Country team based at HQ, and will be working closely with the HQ-based Country Programme Coordinators (CPCs) and the in-country Grants and Reporting Manager (GRM) and the GR team on preparing grant proposals, project reports, will oversee compliance and will be engaged in donor communication for selected donors. The Grants and Reporting Coordinator will also assist the programme team in proposal development and project modifications in a leading or supporting role.

 The Grants and 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). 

This position is based in HQ, preferrably with time spent in Ukraine several times a year.

Duties & Responsibilities

Proposal Development

  •  Provides dedicated support (leading and revision) to the development of concept notes, proposals, proposal modifications 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. 
  • Maintains an internal tracking database of her/his assigned donor/s reporting timelines, and coordinates with the Grants and Reporting Manager, Area Managers, and the MEAL team and programme teams to ensure that appropriate data collection and compilation take place on schedule. 
  • Ensures that all proposals are in-line with the assigned donor/s 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 project proposals
  • Proactively supports in monitoring potential new funding opportunities for PIN in Ukraine through relevant open sources

Project Reporting

  • Ensures that all reports are in line with the assigned donor/s requirements in terms of structure and content, including with regards to mainstreaming issues, including protection, gender, do no harm and conflict sensitivity. Also, ensures that relevant staff are provided with timely information and materials – including guidelines, templates and examples – in order to develop quality reporting contributions.
  • Ensures regular reporting updates and oversees compliance guidelines for key donors outlining requirements for programme implementation, procurement and distribution, information collection, and storage with respect to key project requirements and expected deliverables. 
  • May act as a main focal point for selected donors and grant contracts, in external representation as well as internal coordination with program and support teams in terms of program development and reporting. 
  • Ensures that standardized reporting formats are in place and utilized by all staff for weekly, biweekly, monthly reports. 
  • Ensures comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use, coordinate with assigned HQ desk colleagues on this and other agendas.

External Relations

- Supports HQ and CPC colleagues 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. 

Programme Support

-    May establish and maintain partnerships related to academia, research institutions, public and private institutions in the Czech Republic and Europe with a focus on relevant sectors.

-    May represent CP towards RDD Management during applying for private funds, compile requests for funding from private sources and reports to RDD Management on implementation;


  • At least 3-years’ experience of working within a humanitarian and/or development organization;
  • Knowledge of MEAL and reporting mechanisms;
  • At least 2-years grants development work experience;
  • Demonstrated experience in leading the coordination of successful large-scale project 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.

PIN Offers:

  • Background and professionalism of the largest Czech non-governmental organization
  • Interesting and creative work with international scope (possibility to travel to our Country Programmes)
  • Starting salary in the range of 43,000 – 48,000 CZK gross/month based on your experience and PIN’s salary scale (for full time)
  • Agreement on providing services or Czech employment contract (for EU citizens; PIN pays social and health insurance directly in the Czechia)
  • 25 days of paid annual leave
  • Per diems of 1350 EUR per month when traveling abroad
  • Travel Insurance and 24/7 medical helpdesk when traveling abroad
  • People in Need is encouraging professional development and participation in training in the Czech Republic and abroad
  • HQ Induction Training, e-learning platform, and access to all internal webinars and training
  • HEAT (Hostile Environment Awareness Training)
  • Work laptop and the mobile phone that can be used also for private purposes
  • Psychological support provided confidentially and on request
  • Open and informal organizational culture
  • Possibility to participate in interesting events we organize (e.g. One World international film festival)
  • Office located in Prague 2 Vinohrady, with excellent accessibility by the public transportation and great lunch-option restaurants in the neighborhood
  • Friendly colleagues with similar values

How to apply:

Are you interested in this position? Send us your CV and short cover letter in English via our application form. Please note only shortlisted candidates will be contacted. Interviews will be conducted on a rolling basis and the vacancy will be closed when filled.

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and is 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: 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.