Grants Officer – UKRAINE

Handicap International/Humanity & Inclusion (HI) is an independent and impartial international solidarity organization, which intervenes in situations of poverty and exclusion, conflicts and disasters. Working alongside people with disabilities and vulnerable populations, it acts and speaks out to meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights. More info: www.hi.org

At Handicap International-Humanity & Inclusion, we truly believe in the importance of inclusion and diversity within our organisation. This is why we are engaged to a disability policy to encourage the inclusion and integration of people with disabilities.

Please indicate if you require any special accommodation, even at the first interview.

JOB CONTEXT:

Since the beginning of the war, HI has set up a two-country program covering Ukraine and Moldova. Aligning itself with the priorities of the Ukraine Flash Appeal and Regional Refugee Response Plan, HI pillars of interventions are :

• Health: HI aims to improve access to quality physical rehabilitation and mental health and psychosocial services (MHPSS) for conflict-affected vulnerable population.
• Protection: Given the scale of humanitarian and protection needs, HI intervenes at various levels to ensure that vulnerable conflict-affected populations have access to multi-sectoral services tailored to their needs. In addition, HI aims to foster a disability-inclusive humanitarian response.
• Armed Violence Reduction: Recent and ongoing attacks dangerously exacerbated Explosive Ordnance (EO) contamination in Ukraine. In light of this, HI is conducting a multi-pronged approach to EO Risk Education and Conflict Preparedness and Protection (CPP), adaptable to the evolution of the conflict.
• Basic needs: to respond to the most acute needs for displaced households hosted by the local population or living in collective settings, HI is providing hygiene and non-food item kits, with an approach various modalities of intervention including in-kind and/or cash-based transfers.
• Humanitarian-to-humanitarian logistics (ATLAS Logistique): To facilitate the delivery of humanitarian assistance as close as possible to the most affected populations, HI proposes mutualized storage and transportation services to other humanitarian actors – with a specific focus on “last-mile transportation”.

HI has 2 hubs, one in the East (based in Dnipro) and one in the West (based in Chernivtsi) and the coordination is in Kyiv. We have activities in other cities like Lviv, Vinnyitsia, Kharkiv, Poltava).

YOUR MISSION:

Under the responsibility of the Operations Manager, the Grants Officer contributes within the programme where she/he is based by ensuring timely donor reporting (financial and narrative), coordination and information sharing with field staff in order to get the information on time and support to proposal writing and grants management.

Mission 1 : Contribute to the quality of project design and reporting

• Support with the development of quality project proposals in compliance with donor regulations and internal technical processes, in collaboration with the Project managers, Project Development Specialist, Operations Manager, Area Managers and Finance/HR/Logistics departments ;
• Coordinate the project reporting phases, by drawing up retro-plannings for each report and contributing to the smooth coordination between all key actors and shared services ;
• Ensure compilation of narrative versions for selected regional and consortium projects ;
• Coordinate the drafting of grants modifications;
• Proofread reports to ensure quality control and compliance with donor requirements and procedures;
• Ensure that concept notes, project proposals and narrative reports are submitted on time and in accordance with donor procedures;
• Regularly update grants information & donors’ relations on the Customer Relationship Management (CRM) platform (currently under development).

Mission 2 : Donor Compliance

• Support the team on contractual issues and link with headquarters / partners: contracting process with partners and questions on donor rules, in line with HQ compliance and risk unit and IPOs (if relevant)
• Organize Grant Opening and Grant Closing Meetings for all relevant staff members / departments to ensure coherence in the understanding of the grant design across departments and bases, as well as to promote sharing of achievements and lessons learned
• Ensure regular communication and coordination with relevant IPSO and IPOs in NAs, O2, Operations and Compliance and risk manager at HQ level for all updates on donor rules, regulations and strategies or possible fraud cases or violations to donor guidelines that occurred.
• Responsible under the PD management to manage any dispute with donor on the grants followed, to mobilized HQ unit concerned (Financial controller, Institutional funding compliance & risks Manager, IPO, O2)

Mission 3 : Capacity building in reporting and project design

• Organize training and support capacity building for all field staff members of the organization and to HI partners’ staff on program development and reporting, as well as on HI’s program specific documentation
• Facilitate the knowledge of field staff of the DFI Hinside spaces
• Regularly visit field offices in order to work directly with program staff on the project implementation and to maintain an in-depth understanding of HI’s program activities and operations context
• Raise compliance issues proactively with program staff and head of departments – Archive document donor feed-backs and adapt reporting accordingly

Mission 4: Assist the team in institutional communication and donor relations

• Support in the development of internal and external communication materials (sitreps, factsheets, etc.) – Propose internal information channels and tools
• Structure and share information for dissemination to the HQ, partners, coordination forums (newsletters, presentations, videos…)
• Support the Project Development Specialist in the analysis of the changes in donor strategies followed by the program (funding strategies, funding areas, positioning notes, etc.). List all funding partners (institutional or private) in the country
• Support the Technical Unit Manager in the organization of field visits and accompany field visits when necessary

CHARACTERISTICS OF THE POSITION:

The security in KYIV City and the surroundings area of intervention remain relatively stable, indeed a large amount of air alarm tend to disrupt work and out of activities. Currently all HI expat are living in a Hotel located in the city center (10 min walk from office) that is equipped with proper amenities (no or few electricity or water cuts, restaurant/coffee next door and underground shelter), while HI is looking for appropriate shared guesthouses. Kyiv is a large Humanitarian hub for the East with numerous international organizations are located there and social life (restaurant, café) is possible in respect of curfew (00:00 to 05:00), most of qualitative goods and international food is available with several malls and a lot of different restaurants that remain at walking distance from the Hotel and office. Communication (phone, mobile data, and internet) is working well.

YOUR PROFILE:

With a degree in international relations, socials sciences or international development :

• You have 1 year of experience working in relevant positions, preferably under pressure and in sometimes challenging working conditions;
• You master proposal and narrative report writing;
• You have a previous experience of expatriation (at least 6 months);
• You have the ability to work autonomously with minimum supervision;
• You are show very good organisational skills and the ability to meet deadlines;
• You know how to work as part of a team;
• You are fluent in English (both oral and written communications).

CONDITIONS:

At HI, the conditions offered are up to your commitment and adapted to the context of your mission. https://hi.org/en/join-the-team

• 6 months International contract starting from 1st, March 2024
• The international contract provides social cover adapted to your situation:
• Unemployment insurance benefits for EU nationals
• Pension scheme
• Medical coverage with 50% of employee contribution
• Repatriation insurance paid by HI
• Salary from 2346 € gross/month upon experience
• Perdiem: 537 € net/month
• Hardship: 500 € net/month paid with your salary
• Paid leaves: 25 days per year;
• R&R: 5 days every 6 weeks + possible transport/package support.
• Position: unaccompanied
• Housing: Collective taken in charge by HI

If you are resident in the country: local package