Grants Coordinator Ukraine Kiev

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NRC - Norwegian Refugee Council

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Application deadline 1 year ago: Tuesday 17 Jan 2023 at 15:37 UTC

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Contract

This is a Professional contract, Grade 7 (NRC) contract. More about Professional contract, Grade 7 (NRC) contracts.

Duty station: Kyiv****, Ukraine.

Please note fluency in English is required for this position. Candidates who do not a proficient command of the language will not be able to be considered.

1. Background/Context

NRC currently has over 200 staff in Ukraine dedicated to assisting people affected by the conflict between Russia and Ukraine. Its humanitarian interventions are based upon its programming expertise in the Core Competencies of Shelter, Water and Sanitation Hygiene (WASH), Cash & Market, Livelihoods and Food Security (LFS), Information Counselling and legal Assistance (ICLA), Camp Management (CCCM) and Protection (with Education also soon to be added) to vulnerable conflict-affected people. The level and intensity of the crisis in Ukraine remains high and humanitarian and protection needs are overwhelming.

NRC’s Ukraine operation is currently supported through multiple institutional, bilateral, multilateral, and private donors. These include, among others, the Norwegian Ministry of Foreign Affairs (NMFA), Swedish International Development Cooperation Agency (SIDA), European Commission- Humanitarian Aid and Civil Protection (ECHO), The EU department for International Partnerships (DG INTPA), Oxfam, French Crisis and Support Centre (French CDCS), German Federal Foreign Office (GFFO), Bureau of Humanitarian Assistance (BHA), UN agencies including UNHCR and OCHA, and NRC Private Funds. The Grants Coordinator position is crucial to oversee the collection of inputs from multiple NRC Ukraine area offices to ensure a structure, timely and harmonised approach to grants coordination. The role is also expected to support the promotion of local recruitment through the mentoring and capacity building of national Grants Coordinators staff.

The purpose of the Grants Coordinator position is to provide essential grant management support to HoP in delivering quality programmes in line with the NRC CO strategy and Plan of Action.

2. Role and responsibilities

The following is a brief description of the role:

  1. Adherence to NRC policies, guidance and procedures and consideration of NRC strategies – especially the Country Office Strategy and global and regional strategies.
  2. Support overview and maintenance of grants in the portfolio, donor requirements, rules and regulations, and internal and external deadlines, including maintaining the filing of grant documents (including through the grants database - forthcoming).
  3. Support and coordinate the development of donor proposals and reports, as well as ensuring donor compliance and quality control.
  4. Contribute to and coordinate the development and revision of funding proposals, budgets donor reports, and donor audits.
  5. Support the Grants Manager to continuously maintain and improve internal grant management systems.
  6. Provide an internal helpdesk on donor related issues, including donor rules and regulations, and organizing and/or delivering trainings in donor rules and regulations, as well as proposal and report writing.
  7. Coordinate the development and distribution of internal reports.
  8. Contribute to NRC’s Project Cycle Management (PCM) trainings and usage of the NRC PCM framework in the CO including the inclusion of cross-cutting programme elements, Finance and M&E structures throughout all stages of the PCM.
  9. Support in mentoring and capacity building national Grants Coordinators.
  10. Promote the rights of IDPs/returnees in line with the advocacy strategy.
  11. Organise proposal planning meetings and coordinate proposal development for NRC’s portfolio of donors.
  12. Build positive working relationships with other teams to coordinate and support development of high quality/donor ready proposals using relevant NRC Grant Management tools and guidance (proposal development calendar, internal log-frame, procurement plan, internal budgeting tool etc.).
  13. Work closely with Budget Holders, programme teams, and finance as well as other stakeholders to compile accurate proposal budgets and ensure that the budgets are aligned to the donor requirements.
  14. Work closely with M&E to ensure project indicators and targets are accurate, calculated correctly, and aligned to the donor requirements.
  15. Coordinate the development of donor reports ensuring consistency between narrative and financial reports and that they meet NRC and donor quality standards.
  16. Highlight critical financial issues such as under/over-spends to finance and budget holders, and follow up in writing when discussed verbally.
  17. Work with the relevant Area Manager (s) to plan, align, implement, track, and follow-up on regular project review meetings (PRMs) held in both the CO and AOs.
  18. Monitor grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this is done in a timely manner – especially when linked to the submission of a donor report.
  19. Coordinate the development of donor reports ensuring consistency between narrative and financial reports and that they meet NRC and donor quality standards.
  20. Highlight critical financial issues such as under/over-spends to finance and budget holders, and follow up in writing when discussed verbally.
  21. Work with the relevant Area Manager (s) to plan, align, implement, track, and follow-up on regular project review meetings (PRMs) held in both the CO and AOs.
  22. Monitor grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this is done in a timely manner – especially when linked to the submission of a donor report.
  23. Be familiar with all NRC organisational and donor portfolio compliance requirements and ensure high quality management of grants through meeting of internal KPIs and deadlines.
  24. Support and advise programme colleagues with queries related to donor compliance on grants within portfolio and ensure appropriate donor templates are readily available.
  25. Work with other departments (i.e. programmes, finance, M&E, Compliance) to ensure all documentation required is ready and available for audits (e.g. vouchers, distribution lists).
  26. Support close out of grants, including Grants Closure Meetings (GRMs) meetings, in respective portfolio.
  27. Assist in training and capacity building of field staff on NRC grants management/donor compliance and PCM as required.

3. What We Are Looking For

  • At least 3 years of relevant experience in a related field.
  • Experience of donor relations and grants coordination (e.g. with institutional, humanitarian and development donors).
  • Experience working in complex environments and with displaced populations.
  • Good understanding of donor rules and regulations.
  • Proven skills and experience in support report and proposal development and working with multiple donors.
  • Good personal organisational skills, including communication, coordination and interpersonal skills time management, and ability to meet deadlines and work under pressure.
  • Willingness to travel to area offices and work in difficult environment according to travel requirements.
  • Good analytical skills (data and financial).
  • Ability to mediate in high-stress scenarios with competing interest.
  • Excellent written and oral communication skills in English.
  • Above average computer skills.
  • Strong organisational and team working skills.
  • Good cultural awareness and sensitivity.
  • Ability to work under pressure, independently and with limited supervision.
  • Knowledge of the NGO operations and the dynamics of the humanitarian sector.
  • Above average computer skills, particularly in Microsoft Windows Word and Excel.
  • Holds self-accountable for making decisions, managing resources efficiently, holds the team accountable to deliver on their responsibilities.

Find more details about the role HERE with the Job Description (JD) of the position.

4. What We Offer

  • Type of contract: 12 months..
  • Salary/benefits: According to NRC salary scale, terms and conditions.
  • Duty station: Kyiv, Ukraine.
  • Travel: 20% as needed – primarily area offices

Internal candidates are encouraged to apply but we are also open to external applicants who can show a commitment to NRC and being part of a challenging, but important mission to make a difference.

NRC might review applications before the adverted deadline, therefore interested candidates are encouraged to apply early.

Please note fluency in English is required for this position. Candidates who do not a proficient command of the language will not be able to be considered.

Added 1 year ago - Updated 1 year ago - Source: nrc.no