Grants and reporting coordinator

Grants and Reporting Coordinator

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• Country Programme: Ukraine
• Contract Length: 1 year with possible extension
• Base: Kyiv
• Starting date: November 2026
• Line Manager: Head of Grants and Rerporting

People in Need (PIN) is a Czech-based international non-governmental organization (NGO) that has provided humanitarian and development assistance across more than 20 countries since 1992. Today, PIN stands as one of the largest organizations of its kind in Central and Eastern Europe, supporting vulnerable communities in Asia, Africa, the Middle East, and Eastern Europe.

PIN empowers civil society, advocates for human rights, and promotes social inclusion both at home and abroad.

About the Ukrainian Programme of People in Need

People in Need (PIN) began operations in Ukraine in 2003 with human rights programs and expanded to humanitarian assistance in 2014. With the full-scale invasion in February 2022, we significantly scaled up our programming across the country.

Since then, PIN has reached almost 4 million people, working with a network of local partner organizations.

Today, PIN has its offices and teams in 8 oblasts in Ukraine with more than 500 local and international staff working in Lvivska, Kyivska (head office), Sumska, Kharkivska, Dnipropetrovska, Mykolaivska and Khersonska, Zaporizka, and Donetska oblasts.

PIN's assistance addresses both immediate and longer-term needs of war-affected people, focusing on safe water and sanitation, shelter repairs, protection services, and education in emergencies.

Our recovery programming delivers more systemic solutions, including support to district heating systems and renewable energy initiatives.

PIN also provides comprehensive assistance to veterans and their families, including business grants and mental health and psychosocial support (MHPSS), strengthens the quality of education in schools, and advances systemic improvements in social care for the most vulnerable.

Funding comes from a diverse range of institutional and private donors.

About the role

As a member of the Country Programme (CP) and specifically a team member of the Grants and Reporting Unit, with the support of the Head of Grants and Reporting (HoGR), the Grants and Reporting Coordinator (GC) will oversee assigned grants’ implementation progress, particularly in relation to approved proposal and in compliance with donor’s rules and procedures.

The GC will report on their assigned project/s in close collaboration with relevant teams.

The Grants and Reporting Coordinator will act as a Grants Focal Point (GFP) as assigned during the proposal development, will support or lead the proposal development and project modification processes, and may act as a focal point for external liaison, including representing PIN vis‑a‑vis donors and in other coordination forums as assigned.

Other tasks may be assigned by the HoGR as deemed necessary.

Main Duties & Responsibilities

Program Coordination and Grants Management

• Maintains an internal tracking database of her/his assigned grants/donors, reporting timelines, project milestones/targets and modifications.
• Ensures comprehensive grant files, donor guidelines and resources are maintained, updated and available for use.
• Coordinates with Area Managers and Area teams, Programme Coordinators, MEAL, Technical Leads, as well as Advocacy and Communication, Procurement, Finance, Database, Partnership units, and Security department as well as Headquarters (HQ) focal points to ensure accurate tracking and reporting of programmatic adjustments throughout the project life cycle.
• Advises teams and partners, where needed, on donor’s compliance, rules and requirements in coordination with other relevant units.
• Prepares and leads the kick off, project review, and close out meetings, and participates in other project/grant-related meetings e.g. Lessons Learned meeting.
• Prepares documents and collects information from relevant Finance, Logistics/Procurement, Partnership (PI), MEAL, Comms and Advocacy, Security, Data and Programme teams in order to facilitate regular project review meetings.
• Prepares regular updates for key donors on project progress, achievement highlights and challenges as well as shares briefing notes, other project and communication materials with respective donors.
• Provides information to relevant staff members on reporting timelines of the assigned project/s.
• Ensures relevant staff are provided with timely information and materials – including guidelines, templates and examples – to develop quality reporting contributions.
• Acts as a focal point for collection, compilation, review, quality control and editing of both quantitative and qualitative internal and donor reporting.
• Prepares all donor narrative reports and coordinates necessary clearances and submission of reports and necessary annexes; and flags inconsistencies, if identified to the Finance Department to ensure that financial and narrative reports are aligned.
• In collaboration with technical leads, ensures that all reports are in‑line with the assigned donor/s requirements in structure and content, including mainstreaming issues such as protection, gender, do no harm, and conflict sensitivity.
• Works with Data team to report on all quantitative figures; flags any discrepancies if identified, to Data team; utilises dashboards and databases as primary source of information, working with Area teams to provide qualitative information where dashboards have gaps.
• In coordination with the PI and Technical Leads, reviews all MEAL products that will be submitted to the donor to ensure alignment with reports and donor communication.
• Prepares Modification Request, No‑cost Extension, and/or Cost Extension packages in coordination with relevant departments.
• Supports finalisation of relevant project‑related documents prepared by other departments, such as Evaluation Terms of References (ToRs), Third Party Monitoring (TPM) plans, etc. and coordinates with TPM organizations contributing to planning monitoring visits.
• Undertakes regular field visits to gain in‑depth understanding of the context and implementation.
• Coordinates donor‑related field visits as needed.

Fundraising and Resource Mobilization

• Proactively supports in monitoring and analysis of new funding opportunities for PIN in Ukraine through relevant open sources (donor websites, humanitarian assistance portals), clusters, and bilateral consultation and scoping with existing and potential donors.
• Working in close collaboration with Technical Leads, Programme Coordinators and Area teams, as well as other relevant units and departments, acts as a GFP and/or Proposal Lead, as assigned; supports preparation for Go‑No‑Go and proposal kick‑off preparation meetings, proposal development workplan/timelines; leads development of concept notes, proposals (including supporting the design of logical frameworks, targets, and budgets); ensures updated and current templates are available for narrative, finance, and other parts or annexes.
• Leads proposal modifications and situation analyses – including modifications in logical frameworks, targets, and budgets.
• As assigned, creates and shares a folder on SharePoint for the internal prop…