Grants Management Coordinator

at Polish Humanitarian Action
Published May 17, 2022
Location Lviv, Ukraine
Category Management  
Job Type Full Time  


Polish Humanitarian Action (PAH) is looking for a Grants Management Coordinator to oversee and manage Grants and Partnership agreements in conflict-affected areas of Ukraine.


General information:


Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with mission in Ukraine


Position: Grants Management Coordinator


Location: Lviv or Kiev, with travel to field locations, security permitting


Job terms: Full time


Type of job: Employment Contract


Duration: 1 year with possibility of extension


Starting date: ASAP


We strongly encourage qualified candidates to apply immediately as applications will be reviewed on a rolling basis.


About PAH:


Polish Humanitarian Action (PAH) is an international non-governmental organization that provides humanitarian and development assistance worldwide. Since 1992, PAH has operated programs in 46 countries, supporting sustainable and stable development of regions suffering the consequences of armed conflicts, natural disasters and other humanitarian crises.


Operating in Ukraine since August 2014, PAH is uniquely positioned with a wide network of partners and donors to deliver humanitarian aid to the most vulnerable conflict-affected people during this crisis. PAH provides assistance to internally displaced people and the elderly and single mothers, working in the sectors of Protection/Advocacy, WASH, Food Security/MCPA, Shelter/NFI and MHPSS. PAH Ukraine is rapidly expanding its operations in response to the armed conflict and seeks dynamic candidates comfortable with a fast-changing environment who are eager to scale operations quickly.


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Key Duties and Responsibilities


Lead proposal development, providing overall coordination between HQ'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) when needed and as resources are available to support them.

Consolidate PAH grant tracking tool and ensure projects are tracked with timeliness

In collaboration with MEAL Coordinator and the Head of Programs, 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.

Interpret donor solicitations and donor-specific rules and regulations to ensure a responsive and compliant proposal design

Support proposal budget development and ensure responsiveness and that it matches 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

Coordinate with the HQ desk officer, provide overall oversight of the grants portfolio, and regularly update the grants tracker for dissemination internally

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 for dissemination to relevant staff

Provide technical guidance on PAH and donor regulations to ensure compliance within operations, program implementation and reporting

Manage and/or support all agreements reviews, revisions, amendments, and budget realignments, and including relevant approvals

Coordinate closely with finance and logistic teams and review project spending plans and financial health 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 strategic action plan commitments and milestones owned by and/ or relating to the grants team as key contributors are delivered/supported

Ensure accountability to all relevant stakeholders; including beneficiaries, local community, authorities, donors, partners, and other

Other tasks as delegated by the supervisor

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


At least 2 years in programs and grants with a relevant humanitarian organization

BA or Masters Degree in relevant field (international relations, humanitarian studies, etc.)

Demonstrated experience in program management, donor compliance, proposal & report review and writing

Proven ability to write successful grant applications

Fluency in English and excellent writing skills

Familiarity with Ukrainian or Russian languages a significant plus

Prior grants or program management experience and familiarity with ECHO, BHA and UHF donors a plus


How to apply


Please fill in the online application form and submit your resume (max 2 pages) and cover letter in English

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