Grants Coordinator Ukraine

Within the overall Programme Unit (PU) of NRC Ukraine specifically under the Programme Support Unit (PSU) the Grants Coordinator plays a key role in ensuring high-quality proposal and report development effective grants management and donor compliance. The position supports the coordination of proposal development reporting and internal communication processes promoting coherence timeliness and quality across NRCs Core Competencies (CCs) including Information Counselling and Legal Assistance (ICLA) Shelter & Settlements/WASH Education Protection from Violence and Cash response.

The Grants Coordinator contributes to strengthening systems and standards for proposal development and reporting ensuring alignment with donor requirements and NRC strategies and facilitating collaboration across CCs and support functions to enable well-coordinated evidence-based programming.

ThepurposeoftheGrantsCoordinator positionisto provideessentialgrantmanagementsupportto Grants Manager and the Head of Programme Support/Head of Programmes to deliver quality programming in line with the NRC Country Office strategy.

Genericresponsibilities:

• AdherencetoNRCpoliciesguidanceandproceduresandconsiderationofNRCglobal regional and countrystrategies when executing functions related to this role.

• Coordinate and support the development of donor proposals reports and modifications as well as ensuring donor compliance and quality control.

• Support overview and maintenance of grants in the portfolio donor requirements rules and regulations and internal and external deadlines.

• Ensure maintenance filing of all grant documents as per NRC policy (including through the grants database - forthcoming).

• Support the Grants Manager to continuously maintain and improve internal grant management systems.

• Provide an internal help-desk on donor related issues including donor rules and regulations and organising and/or delivering trainings in donor rules and regulations as well as proposal and report writing.

• Follow up and ensure that Project Cycle Management (PCM) processes for assigned grants are being followed up on including the inclusion of cross-cutting programme elements Finance and M&E structures throughout all stages of the PCM.

• Represent NRC with relevant partners and donors as delegated.

• Promote the rights of IDPs/returnees in line with the advocacy strategy.
  
  Specificresponsibilities

• FundingIdentificationandProposalDevelopment

• As assigned organise Go/No Go meetings for funding opportunities identified and completion of Go No Go checklist.

• Organise proposal planning meetings and coordinate proposal development with all relevant colleagues and relevant follow up so that completed package can be presented in a timely manner to Grants Manager/HoPSU.

• Buildpositiveworkingrelationshipswithotherteamstofacilitate and enable efficient coordination and support development of high quality/donor ready proposals using relevant NRC Grant Management toolsandguidance (proposal development calendar internal log-frame procurement plan internal budgeting tool etc.).

• Work closely with Core Competency Specialists Area Office Teams Programme Support functions (MEL partnerships) and support functions (e.g. finance) as well as other stakeholders including partner organisations to compile high quality and accurate proposals.

• SupportNRCsduediligenceassessmentwhenandasrequiredbyanexistingornewdonor.

• Support Partnership Manager in their organisational assessments of implementing partners as per NRCs Grants Management procedures and relevant donor regulations.

• Support Partnership Manager in the development of partner sub-agreements to include relevantdonor provisions.

• Lead on the coordination and facilitation of multi-area partnership implementation agreements.
  
  GrantAgreements

• SupporttheGrantManagerinreviewingdonorcontractsflagginganypointsthatmightchallengeNRCs procedures and support contract negotiations.

• Together with the Grants Manager summarise in writing key reporting and compliance requirements (compliance checklist) including issues to be raised in Grant Opening Meetings.

• Work with the relevant Area Office colleagues Core Competency Specialist(s) operational and support colleagues to ensure Grant Opening Meetings are arranged and take place within 30 days of the grant being activated and all mandatory internal documents are in place (internal logframe internal budget procurement plan work-plan and M&E matrix).

Project Monitoring/Review and DonorReporting

• Coordinate and facilitate Project Review Meetings with relevant Area Offices and Core Competency staff to ensure that project is aligned well implemented and on track. This includes having a good understanding of project and donor to allow flagging of issues.

• Highlightcriticalfinancialissuessuchasunder/over-spendstofinanceandbudgetholders andfollow up in writing when discussed verbally.

• Drafting donor communications to update/inform about challenges/success.

• Coordinatethedevelopmentofdonorreportsensuringconsistencybetweennarrative logframeandfinancial reports and that they meet NRC and donor quality standards.

• SupportcloseoutofgrantsincludingGrantsClosureMeetings(GCMs)meetingsinrespective portfolio with a focus on lessons learnt.

• Work with Communications colleagues to enable their delivery of communications calendar for the year.
  
  DonorCompliance

• BefamiliarwithallNRCorganisationalanddonorportfoliocompliancerequirementsandensurehigh quality management of grants through meeting of internal KPIs and deadlines.

• Supportandadviseprogrammecolleagueswithqueriesrelatedtodonorcomplianceongrantswithin portfolio and ensure appropriate donor templates are readily available.

• Workwithotherdepartments(i.e.programmesfinanceM&ECompliance)toensureall documentation required is ready and available for audits (e.g. vouchers distribution lists).

• Assist in training and capacity building of field staff on NRC grants management/donor compliance and PCM as required.
  
  GeneralAdministration

• Ensureallkeygrantdocumentsforagrant areavailablewithintheGrantsdepartmentbymaintaining a standardised information management/filing systems.

• Visitareaofficestosupportwithcapacitybuildingofstaffandroll-outofPCMactivities.

• Support the Grants Manager to ensure correct and up-to-date maintenance of the Grants Tracker and other Grants related tools.

• Support the Grants Manager as necessary including representation and attendance at meetings asrequired and coordination with teams to follow up on agreed action points.

• The Grants Coordinator will assume Office in Charge of the Grants Manager role as requested (typically when the Grants Manager takes leave and may vary over time).

Generic professional competencies:

• Atleast3yearsofrelevant grants or similarexperiencein an NGO with experience.

• Experienceofdonorrelationsandgrantscoordination(e.g.withinstitutionalhumanitarianand development donors) including working with donors including State Department CDCS GFFO KfW NORAD SIDA and OCHA.

• Experienceworkingincomplexenvironmentsandwithdisplacedpopulations.

• Goodunderstandingofdonorrulesandregulations and their application to projects.

• Provenskillsandexperiencein independently supporting the development ofreportsandproposals.

• Excellent personal organisational skills including communication coordination and interpersonal skills time management and ability to meet deadlines and work under pressure.

• Strong ability to be flexible and balance multiple tasks and deadlines in short periods.

• Willingnesstotraveltoareaofficesandworkindifficultenvironmentaccordingtotravel requirements.

• Goodanalyticalskills(dataandfinancial).

• Abilitytomediateinhigh-stressscenarioswithcompetinginterest.

• ExcellentwrittenandoralcommunicationskillsinEnglish.

Contextrelatedskillsknowledgeandexperience:

• Strongorganisationalandteamworkingskills.

• Goodculturalawarenessandsensitivity.

• Abilitytoworkunderpressureindependentlyandwithlimitedsupervision.

• KnowledgeofNGOoperationsandthedynamicsofthehumanitariansector.

• AboveaveragecomputerskillsparticularlyinMicrosoftWindowsWordandExcel.

• Holdsself-accountableformakingdecisionsmanagingresourcesefficientlyholdstheteam accountable to deliver on their responsibilities.