JOB CONTEXT:

From February 2022, HI has re-opened a Country Programme in Ukraine to respond to the humanitarian needs triggered by the full-scale invasion of Ukraine by the Russian Federation. In 2024, HI pillars of interventions are:

Health: HI aims to improve access to quality physical rehabilitation and mental health and psychosocial support services (MHPSS) for conflict-affected vulnerable population.

Protection: Given the scale of humanitarian and protection needs, HI intervenes at various levels to ensure that vulnerable conflict-affected populations have access to multi-sectoral services tailored to their needs. In addition, HI aims to foster a disability-inclusive humanitarian response.

Armed Violence Reduction: Ongoing attacks dangerously exacerbated Explosive Ordnance (EO) contamination in Ukraine. In light of this, HI is conducting a multi-pronged approach to EO Risk Education and Conflict Preparedness and Protection (CPP), adaptable to the evolution of the conflict and is looking at extending the AVR scope with NTS (Non-Technical Survey) activities (subject to accreditation approval) and Victim Assistance.

YOUR MISSION:
Under the responsibility of the Technical Head of Programe, the Senior Grants Officer contributes within the programme / country where she/he is based by ensuring timely donor reporting (financial and narrative), coordination and information sharing with field staff in order to get the information on time and support to proposal writing.

Main objectives/priorities of the position are:

Responsibility 1: Contribute to the quality of project design narratives and reporting

Support with the development of quality proposals and concept notes in compliance with donor regulations and internal technical processes, in collaboration with Area Managers, Project Managers, ,Finance/HR/Logistics departments as well as the Operations Officer and IPOs at HQ
Coordinate the project reporting phases as well as modification requests:
Draw up retro-plannings for each report, collaborating with the different departments involved (operations, finance, logistics, technical unit, security, HR and MEAL, headquarters and national association)
Contribute to the smooth coordination between Project Managers, Area Managers, Global Specialists and the Operations Officer for the compilation of narrative report contributions and in the monitoring of donor contracts (a monitoring tool, used at the level of the geographical directorate, should be adapted)
Ensure coordination with shared services to ensure overall consistency of narrative and financial reports and completeness of annexes
Ensure compilation of narrative versions for selected regional and consortium projects
Proofread reports to ensure quality control and compliance with donor requirements and procedures - Ensure that concept notes, project proposals and narrative reports (including logical framework and timeline) are submitted on time and in accordance with donor procedures
Regularly update grants information & donors’ relations on the Customer Relationship Management (CRM) platform (currently under development).
Responsibility 2: Donor Compliance - Support the team on contractual issues and link with headquarters / partners: contracting process with partners and questions on donor rules, in line with HQ compliance and risk unit and IPOs (if relevant)

Organize Grant Opening and Grant Closing Meetings for all relevant staff members / departments to ensure coherence in the understanding of the grant design across departments and bases, as well as to promote sharing of achievements and lessons learned
Ensure regular communication and coordination with relevant IPSO and IPOs in NAs, Operations and Compliance and risk manager at HQ level for all updates on donor rules, regulations and strategies or possible fraud cases or violations to donor guidelines that occurred.
Responsible under the THoP to manage any dispute with donor on the grants followed, to mobilized HQ unit concerned (Financial controller, Institutional funding compliance & risks Manager, IPO)
Responsibility 3: Capacity building in reporting and project design

Organize training and support capacity building for all field staff members of the organization and to HI partners’ staff on program development and reporting, as well as on HI’s program specific documentation - Facilitate the knowledge of field staff of the DFI Hinside spaces
Regularly visit field offices in order to work directly with program staff on the project implementation and to maintain an in-depth understanding of HI’s program activities and operations context
Raise compliance issues proactively with program staff and head of departments.
Archive document donor feed-backs and adapt reporting accordingly

Responsibility 4: Assist the team in institutional communication and donor relations

Support in the development of internal and external communication materials (sitreps, factsheets, etc.) - Propose internal information channels and tools
Structure and share information for dissemination to the HQ, partners, coordination forums (newsletters, presentations, videos…)
Support the THoP in the analysis of the changes in donor strategies followed by the program (funding strategies, funding areas, positioning notes, etc.). List all funding partners (institutional or private) in the country
Support the Technical Head of Programme in the organization of field visits and accompany field visits when necessary

CHARACTERISTICS OF THE POSITION:

Security situation in Ukraine is volatile and air alert is frequently active. However, markets, restaurants and cafes are open, and life continues as normal. There is a strict curfew, the hours depend on the region. Most attacks by RF target energy structures, mainly power grids and power plants, resulting in planned or unplanned disruptions of electricity, water, heating and occasionally internet across the country.

HI has 3 hubs, one in the East (based in Dnipro), one in the North East (based in Kharkiv), one in the South (based in Mykolaiv) and the coordination office is in Kyiv. HI staff is accommodated in guesthouses or in hotels (during business trips), usually near HI offices, restaurants, cafes, shopping centers within walking distance and near a shelter (the shelter is either in the building or easy to reach).

Movements between sites can be made by car (HI drivers) or by train, depending of the region and time

Requirements
You have strategic analysis competences
You feel confident in networking, promoting and representing an organization for collaboration and fundraising
You know donor relationships and donor contract analysis.
You master financial management of institutional fundings
You have really good narrative report writing and grant management
You can both speak and write English
You have empathy and patience

Please send your resume/CV