Place: Kyiv, Ukraine
Starting date: 15th March 2025
Duration of contract: 12 months
Closing date for applications: 3rd January 2025

Humanity & Inclusion is an independent and impartial aid organisation working in situations of poverty and exclusion, conflict and disaster. The organisation works alongside people with disabilities and vulnerable populations, taking action and bearing witness in order to respond to their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

Since its creation in 1982, HI has run development programmes in more than 60 countries and responded to numerous emergencies. Today, we have a budget of approximately 255 million euros, with 4794 employees worldwide.

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. For more information about the organisation: www.hi.org

JOB CONTEXT:

• From February 2022, HI has re-opened a Country Programme in Ukraine to respond to the humanitarian needs triggered by the full-scale invasion of Ukraine by the Russian Federation. In 2024, HI pillars of interventions are:
• Health: HI aims to improve access to quality physical rehabilitation and mental health and psychosocial support 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: 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 and is looking at extending the AVR scope with NTS (Non-Technical Survey) activities (subject to accreditation approval) and Victim Assistance.
• 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 cash-based transfers, including MPCA (Multi-Purpose Cash Assistance) and a disability top-up.
• 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”.

YOUR MISSION:

Under the responsibility of the Technical Head of Programe, the Grants Officer contributes within the programme / country 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.

Responsibility 1: Contribute to the quality of project design narratives and reporting 

• Support with the development of quality proposals and concept notes in compliance with donor regulations and internal technical processes, in collaboration with the Project managers, Project Development Specialist, Operations Manager and Finance/HR/Logistics departments and IPO
• Coordinate the project reporting phases:
• Draw up retro-plannings for each report, collaborating with the different departments involved (operations, finance, logistics, technical unit, security, HR and MEAL, headquarters and national association)
• Contribute to the smooth coordination between Project Managers, Area Managers, Operations Managers and Country Managers, Global Specialists and the Operations Manager for the compilation of narrative report contributions and in the monitoring of donor contracts (a monitoring tool, used at the level of the geographical directorate, should be adapted)
• Ensure coordination with shared services to ensure overall consistency of narrative and financial reports and completeness of annexes
• Ensure compilation of narrative versions for selected regional and consortium projects
• Proofread reports to ensure quality control and compliance with donor requirements and procedures – Ensure that concept notes, project proposals and narrative reports (including logical framework and timeline) 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).

Responsibility 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 

• 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, 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)

Responsibility 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

Responsibility 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 Head of Programme in the organization of field visits and accompany field visits when necessary

CHARACTERISTICS OF THE POSITION:

The security situation in Ukraine remains relatively stable, although air alert is frequently active. However, markets, restaurants and cafes are open, and life continues as normal. There is a strict curfew, the hours depend on the region. Most attacks by RF target energy structures, mainly power grids and power plants, resulting in planned or unplanned disruptions of electricity, water, heating and occasionally internet across the country.

HI has 3 hubs, one in the East (based in Dnipro with a sub base in Poltava), one in the North East (based in Kharkiv), one in the South (based in Mykolaiv) and the coordination office is in Kyiv. HI staff is accommodated in guesthouses or in hotels (during business trips), usually near HI offices, restaurants, cafes, shopping centers within walking distance and near a shelter (the shelter is either in the building or easy to reach).

Movements between sites can be made by car (Hi drivers) or by train, depending of the region and time.

Requirements

• You have strategic analysis skills
• You have networking, official representation and fundraising skills
• You have good negociation skills
• You master security and information management.
• You master Donor’s contract analysis and grants management
• Very good writing skills

Benefits

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

• 12 months International contract starting from 15th, March 2025;
• 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: 521,05€ net/month – paid in payroll
• Hardship: 500 € net/month paid with your salary;
• Paid leaves: 25 days per year;
• R&R: 5 days every 8 weeks
• Position:
• Unaccompanied:
  • Payment for travel costs (air ticket & visa) and transport of your personal effects;
  • Mission of more than 12 months: a child allowance of 100€ per month, per child (from the second child) paid in payroll;
• Housing: Collective taken in charge by HI;