Head of Grants and Reporting - Ukraine

Main Duties & Responsibilities:

Overseeing the Grants and Reporting Unit to secure effective and high-quality coordination of all proposal development and reporting across PIN’s Ukraine response, as well as donors’ compliance, ensuring strong grant and contract (including with Partners) management throughout the project cycle, and helping build solid relationships with donors and potential strategic partners together with the Senior Management Team.

Grants management and reporting, and donors’ compliance:

• Maintain and develop systems, processes and tools and guide country program (CP) on grant management (both donor funds and internal funds);  
• In close cooperation with the Senior Program Management, ensure high quality contract management;
• Jointly with HQ compliance department secures updated reporting and compliance guidelines for key donors;
• Ensures well-structured, high-quality and timely reports that meet donor and PIN quality standards and requirements, and dully reflect mainstreaming issues such as protection, gender, do no harm and conflict sensitivity, etc;
• Ensure coordination and facilitation of meetings for projects opening, progress and closing, including actions points and monitoring progress against timelines;

Proposal development:

• Oversee and coordinate proposal development processes in close cooperation with all relevant departments and units and ensure that proposals comply with donor guidelines and requirements, are written with high-quality, meeting deadlines for internal reviews and final submission;
• Where needed, act as Proposal Lead;

 Donor mapping and funding strategy:

• Identify strategic entry points in line with CP strategy;
• Identify opportunities for new and alternative funding streams;
• Lead processes focused on donors mapping and funding strategies, contributing knowledge, lessons learned and other relevant perspectives from grants management and relationships with donors, in order to strengthen PIN wider donors’ strategies;
• In close cooperation with the Senior Management Team, engage with donors as needed, to establish and nurture relationships and promote PIN’s work in its strategic domains; document such efforts and donor intelligence;
• Liaise with HQ Institutional Fundraising Unit to increase knowledge of donors;
• Continuously seek and keep informed of new funding opportunities (both arising and anticipated), and lead funding opportunity review meetings;

Human resources and capacity building:

• Day-to-day team management
• Coach and mentor the Grants and Reporting team in setting and evaluating performance objectives and individual development plans, and in managing their teams, provide ongoing support for professional development;
• Focuses on strengthening and maintaining donors’ compliance expertise within the department and secures relevant trainings and capacity building investments for Grants Coordinators (or other positions as relevant);

Cross-departmental collaboration

• To ensure high quality grants oversight and proposal development, establish effective ways of working with other relevant units and departments – Partnership, Area Teams, Data Management, Technical Leads, MEAL, Systems and Operations;
• In collaboration with Finance unit, ensure that donor budgets are of high quality, in line with donor rules and compliance and fully align with other project documents.

Main requirements:

• At least 5 years of experience in grants development, including min 2 years of experience in managing the grants and reporting department in humanitarian and development sector

• Excellent knowledge of different institutional donors´ compliance regulations and requirements

• Demonstrated experience in leading coordination of successful large proposals, interim and final reporting to key donors, such as ECHO, former BHA and USAID, BMZ, SDC, FCDO, FPI, etc.
• Strong grasp of all stages of program cycle management and quality standards in humanitarian and development programming;
• Excellent leadership skills - ability to manage the team of experienced professionals and to coordinate with other PIN departments
• Working knowledge of budget development and management
• Strong organizational skills with the ability to manage multiple tasks and deadlines effectively
• Analytical and problem-solving skills to identify potential challenges and propose solutions
• Detail-oriented with a focus on accuracy and quality in grant documentation and reporting
• Familiarity with the context in Ukraine is an advantage
• Ability to communicate clearly and sensitively with different groups of people and respect their different cultural backgrounds
• Flexibility and adaptability to changing priorities and requirements in a fast-paced environment
• Excellent communication skills, including fluent spoken and written English, including exceptional report writing and editing skills