Grants & Reporting Manager

• 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 extension

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

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