Grants & Reporting Manager (only for national staff)

Polish Humanitarian Action (PAH) is currently looking for Grants & Reporting Manager to support implementation of the projects.General information:* Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with representation office in Ukraine * Position: Grants&Reporting Manager * Location: Kyiv with regular field visits * Job terms: full-time * Type of job: employment contract * Starting date: ASAP * Duration: 12 months (3 month of approbation period) with possibility for extensionAbout 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 52 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 the people in need, especially internally displaced people, 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.Visit https://www.pah.org.pl/en for more information.Key Duties and Responsibilities:Grants management and compliance:* Oversee the full grant lifecycle for assigned projects, from opportunity review and proposal development through implementation follow-up, amendments, reporting and close-out. * Ensure compliance with donor requirements, internal PAH procedures, contractual obligations, submission deadlines and documentation standards in cooperation with Compliance team. * Maintain and further strengthen grant management systems, including grants trackers, reporting calendars, action points, change logs and related internal control tools. * Identify grants-related risks, bottlenecks and compliance gaps while escalating issues with clear proposed mitigation measures to the HoP and relevant managers. * Ensure that PAH-funded and donor-funded grants follow consistent standards of planning, documentation, review and reporting.Donor reporting, modifications and proposal development:* Coordinate the preparation, quality review and timely submission of narrative inputs and other grants-related documentation in close coordination with programme, MEAL, IM, finance, operations and partnerships / sub-granting teams. * Support the preparation, review and submission of proposals, concept notes, amendments, cost extensions and other donor-facing documents ensuring responsiveness, coherence and compliance. * Lead responses to donor feedback, clarification requests and follow-up actions related to proposals, reports and project implementation. * Provide structured guidance on grants timelines, review steps and responsibilities so that key deliverables are prepared in a predictable and timely manner.Stakeholder engagement and donor communication:* Serve as a key focal point for day-to-day donor communication on assigned grants, in line with internal communication arrangements and under the supervision of the HoP. * Maintain regular communication and relationship management with relevant donor representatives and external stakeholders, including support to donor meetings, coordination events and networking linked to PAH Ukraine priorities. * Contribute to donor mapping, funding identification, external engagement planning and cultivation of future funding opportunities aligned with the Country Office strategy. * Support the preparation of donor communication materials and ensure that external messaging is coordinated with the HoP and other relevant functions.Team supervision and internal coordination:* Provide technical and day-to-day supervision to the Grants & Reporting team, including work planning, prioritization, regular check-ins, troubleshooting and quality assurance. * Support recruitment, onboarding and performance follow-up of Grants & Reporting team members, as requested by the organization. * Ensure regular and structured coordination with the HoP and strong working links with Area Managers, sector leads, MEAL, IM, Finance, Operations and Partnerships / Sub-granting teams. * Facilitate or support regular grant review meetings and other coordination spaces needed to keep implementation, donor requirements and reporting inputs aligned across functions. * Contribute to development and improvement of workflows, SOPs, templates and internal guidance related to grants management, reporting and donor communication.Partnership-led grant management:* Ensure coherent management of grant processes under donor-funded projects, including structured documentation of donor communication, changes, reporting requirements and internal follow-up actions. * Coordinate closely with Partnerships / Sub-granting, programme and compliance-related functions so that partner-related grants processes are aligned with PAH-level grant management and review mechanisms. * Support a unified workflow for partner-led grant reviews and ensure that partner inputs are reflected in PAH-level planning, meetings and donor deliverables as required.The Grants & Reporting Manager will be selected based on the qualification requirements described below:* Higher professional education in the relevant field of study (master’s degree, specialist). * At least 5 years of progressively responsible experience in grants management, donor reporting, proposal development or a related role in humanitarian or development programming. * Demonstrated experience managing complex donor portfolios and coordinating cross-functional grant processes. * Strong understanding of donor compliance, grant management systems, reporting requirements and documentation standards. * Experience supervising staff and working effectively in matrix management structures. * Ability to work independently while maintaining responsiveness, coordination and quality control across multiple priorities. * Experience with partnership-led programming, sub-granting is a strong asset. * Excellent verbal and written communication skills in English (is a must) and Ukrainian.What PAH offers:* Opportunity to gain experience in a professional and flexible international NGO, one of the largest organizations in Central and Eastern Europe. * Work in a dynamic and motivated team. * Voluntary medical insurance fully covered by the organization. * Free English language courses and other opportunities for professional growth. * Full social benefits package in accordance with Ukrainian legislation. * Flexible work arrangements. * Access to confidential psychological support sessions when needed. * Additional days off in observance of public and religious holidays in Ukraine.Equal Opportunities and Non-DiscriminationOur organization adheres to the principles of equality, respect for human dignity, and non-discrimination in accordance with the legislation of Ukraine.We do not tolerate discrimination based on age, sex, gender identity, marital status, pregnancy, parental status, disability, health condition, race, skin color, ethnic or national origin, citizenship, language, religion or other beliefs, sexual orientation, or any other characteristic.All candidates are assessed solely on the basis of their professional competencies and alignment with the position requirements.Employment of Persons with DisabilitiesThe organization is open to employing persons with disabilities and ensures equal opportunities to participate in the recruitment process.If needed, we are ready to:* provide reasonable workplace accommodation. * adapt the recruitment process. * consider flexible working hours or remote work arrangements; * create safe and accessible working conditions in line with individual needs.How to apply:If you are interested in applying for this position, please send us the following documents prepared in ENGLISH:* Short resume (max. 2 pages) including relevant information on your education and work experience; * Short cover letter; * Salary expectation; * Indication of your availability to start your work for PAH; * Three references.Only short-listed candidates will be contacted and invited for interviews.Please note: due to the urgency to fill the post, recruitment will be done on the rolling basis, and PAH reserves the right to recruit before the deadline.HOW TO APPLYApplication form - UA_Grants & Reporting Manager_Kyiv