Grant & Reporting Manager (Ukraine)

**Polish Humanitarian Action (PAH) is currently looking for a Grant and Reporting Manager for its Country Office in Ukraine**

Polish Humanitarian Action (PAH) is an international non-governmental organization which since 1992 has been providing humanitarian and development help worldwide. So far, the interventions have been carried out in 51 different countries. By possessing long-standing expertise in the implementation of projects in Water, Sanitation and Hygiene, Food Security and Livelihoods, Shelter NFI, as well as Protection and Education, PAH concentrates its global activities on ensuring sustainable and stable development of regions suffering from the consequences of armed conflicts, natural disasters and other humanitarian crises.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly and single mothers, working in the sectors of Protection, WASH, MPCA, Food Security and Livelihoods.

For more information, please refer to www.pah.org.pl

**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

**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 doc