Grants Coordinator Ukraine Kiev (Ukrainian Nationals ONLY)

Contract

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

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

Background:

NRC currently has over 130 staff in Ukraine dedicated 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.

1. Role and responsibilities

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.

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 help-desk on donor related issues, including donor rules and regulations , and organising 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. Represent with relevant partners and donors as delegated
10. Promote the rights of IDPs/returnees in line with the advocacy strategy

Specific responsibilities

Funding Identification and Proposal Development

1. Organise proposal planning meetings and coordinate proposal development for NRC’s portfolio of donors
2. 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.)
3. 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
4. Work closely with M&E to ensure project indicators and targets are accurate, calculated correctly, and aligned to the donor requirements

Due Diligence Assessments and Partner Agreements

1. Support NRC’s due diligence assessment when and as required by an existing or new donor
2. Support Partnership Manager in their organisational assessments of implementing partners as per NRC’s Grants Management procedures and relevant donor regulations
3. Support Partnership Manager in the development of partner sub-agreements to include relevant donor provisions

Grant Agreement

1. Support the Grant Manager in reviewing donor contracts, flag any points that might challenge NRC’s procedures, and support contract negotiations
2. Together with the Grants Manager, summarise in writing, key reporting and compliance requirements (compliance checklist) including issues to be raised Grant Opening Meetings
3. Work with the relevant Area Manager(s)/Programme Development Manager(s)/ (PDM) Core Competency Specialist(s) to ensure Grant Opening Meetings are arranged and take place within 30 days of the grant being activated and all mandatory internal documents are in place (internal logframe, internal budget, procurement plan, work-plan and M&E matrix)

Donor Reporting and Monitoring/ Review

1. Coordinate the development of donor reports ensuring consistency between narrative and financial reports and that they meet NRC and donor quality standards
2. Highlight critical financial issues such as under/over-spends to finance and budget holders, and follow up in writing when discussed verbally
3. 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
4. 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
5. In collaboration with the Communications and Advocacy team, support the Grants Manager in the development of country factsheets and other relevant information pieces for donor visits/meetings.

Donor Compliance

1. 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
2. Support and advise programme colleagues with queries related to donor compliance on grants within portfolio and ensure appropriate donor templates are readily available
3. 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)
4. Support close out of grants, including Grants Closure Meetings (GRMs) meetings, in respective portfolio
5. Assist in training and capacity building of field staff on NRC grants management/donor compliance and PCM as required

General Administration

1. Ensure all key grant documents for a grant is available within the Grants department by maintaining a standardised information management/filing systems
2. Visit area offices to support with capacity building of staff and roll-out of PCM activities
3. Support the Grants Manager to ensure correct and up-to-date maintenance of the Grants Tracker, Cycles, and other Grants related tools
4. Assist the Grants Manager as necessary, including representation and attendance at meetings as required, and coordination with teams to follow up on agreed action points
5. Grants will assume ‘Office in Charge’ of the Grants Manager role as requested (typically when the Grants Manager takes leave and may vary over time)

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: Examples

• Donors
• Grant Coordinators in other COs
• Institutional Partnership Advisers
• Head of Programme, Head of Programmes Unit, Grants Manager, Partnership Manager, Consortium Manager(s), Finance, Logistics, Head of Operations, Head of Support, Security, Area Programme Managers, Area Support Mangers, Core Competency Specialists and or Project Development Managers, Protection and Advocacy team, M&E, and Project Managers;
• Project or Grant focal points in other partner organisations;
• NRC CEERO (RO) and representation office colleagues (e.g Programme Advisor and Finance Controller, IPAs) as delegated by the Grants Manager.

2. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

a. Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies for this position:

• 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

Context related skills, knowledge and experience (shall be adapted to the specific position):

• 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

b. Behavioral competencies

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Planning and delivering results
• Working with people
• Communicating with impact and respect
• Analysing
• Influencing
• Handling insecure environments

3. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework

We offer:

• Type of contract: till June 30th 2023, contingent upon availability
• Salary/benefits: According to NRC salary scale, terms and conditions.
• Duty station: Kyiv
• This position is for Ukrainian nationals only.
• Closing date for this vacancy is 05/10/2022
• Please note that we will contact only shortlisted candidates.
• NRC retains the discretion to cancel the recruitment.
• NRC might review applications before advert deadline, therefore interested candidates are encouraged to apply early.