Grants Management Assistant

Volunteering Admin

Overview

Provide administrative and operational support for grant-related activities.

You have:

• Administration, programme support, finance, procurement or other relevant fields at national or international level;
• Support to grants management, coordination and monitoring of grant programmes or similar initiatives;
• Administrative coordination, documentation management and maintenance of electronic filing and tracking systems;
• Experience working with implementing partners, including coordination, communication and follow-up on reporting requirements;
• Experience working with UN/UNDP or other international development organizations is a strong asset;
• Excellent oral and written communication skills; strong drafting, reporting and coordination skills;
• Self-motivated, ability to work with minimum supervision and meet tight deadlines;
• Have affinity with or interest in local economic development, recovery and resilience, and volunteerism.

Contract

This is a UNV contract. More about UNV contracts.

Since the escalation to full-scale war in 2022, UNDP Ukraine has supported national and sub-national authorities in advancing early recovery, economic revitalization and resilience. The war has caused extensive loss of life, mass displacement, large-scale infrastructure destruction and deep socio-economic disruption, leaving millions in need of humanitarian assistance and protection while increasing exposure to poverty and economic vulnerability. The Regional and Local Economic Development Programme (RLEDP) contributes to the UNDP Country Programme Document (2025–2029) and is implemented under the Inclusive and Sustainable Growth Portfolio. The Programme promotes inclusive, gender-responsive and sustainable local economic recovery, strengthening the resilience of war-affected communities and supporting alignment with national recovery and EU integration priorities. By 2029, the Programme aims to enhance the economic resilience of local communities through piloting and scaling integrated local economic development solutions that improve livelihoods and access to decent work, particularly for women, youth, veterans, internally displaced persons and other vulnerable groups. It will expand access to finance and business development services for MSMEs, strengthen local business support ecosystems, and facilitate job creation and sustainable enterprise growth, including through green and digital transformation initiatives. The Programme will further support modernization of vocational education and training (VET) institutions and strengthen linkages between education providers, employers and local authorities to ensure demand-driven upskilling and re-skilling. It will contribute to the adoption and implementation of inclusive economic policies and local development strategies that promote women’s economic empowerment, remove barriers to labour market participation, and foster enabling conditions for private sector development. Through pilot initiatives promoting green, circular and innovative economic models, the Programme will also strengthen institutional capacities at the sub-national level to drive long-term, sustainable and EU-aligned economic transformation. Focusing primarily on oblast and territorial community levels, the Programme assists decentralized authorities in early economic recovery, development planning, and implementation. It advances innovative, green and inclusive governance practices; strengthens local economic ecosystems; and reinforces linkages between crisis response, SDG localization, human capital development and long-term economic transformation. Through a portfolio-based and area-oriented approach, the Programme delivers integrated programmatic and operational interventions, including grant schemes, development financing instruments, procurement and partnership modalities. These interventions support MSME recovery and growth, livelihood restoration and skills development for vulnerable groups, institutional strengthening of local partners, and the promotion of transparent, accountable and results-based management of resources in accordance with UNDP policies and procedures. This UN Volunteer assignment is part of the RLEDP and supports the effective implementation of programme activities, with a focus on administrative coordination, grants management support and operational processes.

Under the overall supervision of the Programme Manager and in close coordination with the Grants Management Analyst, as well as programme and operations teams, the UN Volunteer will: • Provide administrative and operational support to the implementation of grant-related activities, ensuring smooth coordination of processes across the programme; • Assist the preparation, processing and tracking of grant-related documentation, including agreements, amendments, supporting documents and internal records; • Maintain and regularly update grants tracking systems, databases and internal monitoring tools, ensuring accuracy and completeness of data; • Ensure proper filing, archiving and documentation of grant-related records, in line with UNDP policies and audit requirements; • Support coordination between programme, finance, procurement and operations teams in relation to grant implementation workflows and transactions; • Facilitate communication with implementing partners and grantees on administrative, reporting and documentation requirements, ensuring timely follow-up; • Assist in tracking grant budgets, expenditures and supporting financial documentation, in coordination with relevant teams; • Support consolidation and preparation of grant-related reports and data inputs, ensuring consistency and quality of information; • Assist in organizing meetings, workshops, missions and events including preparation of materials, logistical arrangements and documentation of outcomes; • Provide logistical and coordination support to grant-related activities, including support to monitoring processes and follow-up actions; • Provide administrative support to day-to-day programme implementation, including document circulation, filing, maintaining project records and ensuring proper documentation in SharePoint and other UNDP systems; • Support preparation and processing of administrative documentation related to programme implementation, including payment supporting documents, travel requests and other operational documentation, in accordance with UNDP rules and procedures; • Assist in procurement-related administrative processes, including preparation of supporting documentation, market research, communication with suppliers and tracking of procurement actions, where required; • Contribute to maintaining data quality and consistency across grant management and reporting systems; • Support compliance-related administrative processes for grant implementation, in line with UNDP rules, procedures and internal controls; • Contribute to knowledge management and documentation of grant-related processes, lessons learned and good practices; • Perform other related duties as required.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

• Administration, programme support, finance, procurement or other relevant fields at national or international level; • Support to grants management, coordination and monitoring of grant programmes or similar initiatives; • Administrative coordination, documentation management and maintenance of electronic filing and tracking systems; • Financial monitoring, budgeting processes and verification of supporting documentation; • Contract management, preparation and review of project-related documentation and reporting; • Experience working with implementing partners, including coordination, communication and follow-up on reporting requirements; • Experience working with UN/UNDP or other international development organizations is a strong asset; • Experience with ERP systems (e.g. Quantum) and internal data management tools is an asset; • Excellent oral and written communication skills; strong drafting, reporting and coordination skills; • Accuracy and professionalism in document preparation and data management; • Strong interpersonal skills and ability to work collaboratively with diverse stakeholders; • Ability to work effectively in a multicultural environment and under pressure; • Solid computer literacy, including MS Office (Excel, Word, PowerPoint) and database tools; • Self-motivated, ability to work with minimum supervision and meet tight deadlines; • Sound security awareness; • Have affinity with or interest in local economic development, recovery and resilience, and volunteerism.

As it is a national UN Volunteer's assignment, the UN volunteer shall organize his/her accommodation by themselves.

The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 2405 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 350 entry lump sum, one-time payment. • USD 120 Exit lump sum for each month served, paid on completion of contract.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV-provided medical insurance coverage. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.

Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

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Potential interview questions

Added 8 days ago - Updated 2 days ago - Source: unv.org