Senior Grants and Reporting Officer (For Nationals only)

Starting date: March 2026

Contract duration: 3 months' probation period with prolongation upon successful probation period end

About PIN Ukraine:

People in Need (PIN) has been active in Ukraine since early August 2014. Currently, PIN is one of the major humanitarian actors in Ukraine responding to the recent military escalation, providing humanitarian aid to conflict-affected people across Ukraine. Since 2014, PIN has implemented emergency food and cash assistance, NFI, shelter, protection, livelihoods and WASH interventions supporting 3 million vulnerable IDPs, returnees and host communities in urban and rural areas.

PIN is an equal opportunity employer and welcomes applications from all qualified candidates regardless of race, ethnicity, nationality, age, religion, disability, sexual orientation, gender identity, or any other characteristic. PIN encourages applications from individuals of diverse backgrounds and values diversity.

General information about the role of the person:

As a member of the Country Programme, the Grants and Reporting Officer (GRO) will be supporting the Grants and Reporting Unit, including Grants and Reporting Coordinators (GRC) and Head of Grants and Reporting (HoGR) to develop quality reporting, proposals, and other donor deliverables and grant-related products. GRO will be primarily responsible for knowledge management and archiving processes. The GRO provides administrative support, where relevant.

The position reports to HoGR, if not stated otherwise, works closely alongside other G&R Unit team members, and collaborates regularly with Area teams, Technical Leads, MEAL, Finance and other CP teams.

Description of general duties:

Executive Support to Grants and Reporting Unit

• Participates in internal and cross-departmental coordination meetings, grant-related, and other relevant events; responsible for taking meeting minutes, including action points and follow-up;
• Leads on updating G&RU tools, trackers, etc.;
• In collaboration with other relevant CP teams, supports the preparation of donor visits, by compiling relevant documentation (project updates, briefing notes, etc.);
• Supports with development of donor- and grants- related updates, briefing notes, etc. for CP management when requested.

Donor Administration:

• Supports the HoGR and GRCs in mapping funding opportunities and identifying potential new funding sources in line with PIN Strategy;
• Supports HoGR and GRCs in gathering information about potential donors, their priorities and programmatic objectives, including through collaboration with HQ Internal Fundraising Unit to guide internal decision-making during go/no-go process;
• Assists, upon request, with the development of external communication deliverables (e.g. capability statements and positioning papers).

Grants Administration

• Supports the maintenance and organization of grant files, donor guidelines, and compliance resources, ensuring documents are updated and accessible; shares updated templates, guidance, and examples with relevant staff as needed;
• Supports GRCs in organizing grant kick-offs, project reviews, close-outs and other meetings in line with internal processes; follows-up with other CP departments on providing inputs, doing follow-up on action points, etc.;
• Supports GRCs to deliver donor proposals and reports, including compilation and editing of inputs to the submission package and annexes (following donor & PIN requirements); supports in developing work planning calendars;
• Works closely with other departments including, Partnership Unit, Area Teams, Finance and MEAL to ensure consistency across all donor deliverables;
• Maintains accurate and up-to-date grants Sharepoint folders and databases (such as Grants Management Tracker or other relevant tools);
• Supports collaboration with HQ colleagues on internal archiving and assists in compiling information in response to HQ requests when required.

Subject to designation, the GRO may be assigned the following responsibilities:

• Acts as an internal focal point for assigned projects;

Other Responsibilities:

• Provides additional administrative support as requested by the HoGR and GRCs;
• Peforms other related duties as required.

Qualification Criteria:

Education and Speciality

Higher-level university education in a relevant field (social studies, humanitarian studies, management, administration, or similar)

Work Experience in the Speciality:

• Higher education in a relevant field (social studies, humanitarian studies, management, administration, or similar);
• Minimum 3 years of experience in a humanitarian sector, project management, or grant management, fundraising or in a related field

Required Skills and Competencies:

• Strong organizational and team working skills;
• Good communication and interpersonal skills;
• Excellent written and oral communication skills in English.

PIN OFFERS:

• A competitive salary according to the People in Need salary scale in amount of 1495-1575 EUR Gross (Depending on qualifications) +3% increase after probation period.
• Opportunities for professional development through various capacity-building activities, including trainings, workshops, and seminars.
• 28 calendar days of annual leave, plus 3 additional New Year bonus leave days.
• Possibility to work one day per week remotely for office-based staff.
• Coverage of accommodation and per diem costs for work-related travel outside the assigned office region and/or in cases of excessive travel distance or time, in accordance with People in Need travel policy.
• Provision of a laptop, mobile phone (including prepaid SIM cards), and People in Need branded items (backpack, thermal mug, notebook, portable power bank).
• People in Need offices are equipped with all necessary security and energy-resilience measures, ensuring uninterrupted internet access.
• Free coffee, tea, milk, and water available in all offices.
• A multicultural and friendly working environment, with approximately 300 staff members in the Ukraine programme.

Starting date: March 2026

Contract duration: 3 months' probation period with prolongation upon successful probation period end

About PIN Ukraine:

People in Need (PIN) has been active in Ukraine since early August 2014. Currently, PIN is one of the major humanitarian actors in Ukraine responding to the recent military escalation, providing humanitarian aid to conflict-affected people across Ukraine. Since 2014, PIN has implemented emergency food and cash assistance, NFI, shelter, protection, livelihoods and WASH interventions supporting 3 million vulnerable IDPs, returnees and host communities in urban and rural areas.

PIN is an equal opportunity employer and welcomes applications from all qualified candidates regardless of race, ethnicity, nationality, age, religion, disability, sexual orientation, gender identity, or any other characteristic. PIN encourages applications from individuals of diverse backgrounds and values diversity.

General information about the role of the person:

As a member of the Country Programme, the Grants and Reporting Officer (GRO) will be supporting the Grants and Reporting Unit, including Grants and Reporting Coordinators (GRC) and Head of Grants and Reporting (HoGR) to develop quality reporting, proposals, and other donor deliverables and grant-related products. GRO will be primarily responsible for knowledge management and archiving processes. The GRO provides administrative support, where relevant.

The position reports to HoGR, if not stated otherwise, works closely alongside other G&R Unit team members, and collaborates regularly with Area teams, Technical Leads, MEAL, Finance and other CP teams.

Description of general duties:

Executive Support to Grants and Reporting Unit

• Participates in internal and cross-departmental coordination meetings, grant-related, and other relevant events; responsible for taking meeting minutes, including action points and follow-up;
• Leads on updating G&RU tools, trackers, etc.;
• In collaboration with other relevant CP teams, supports the preparation of donor visits, by compiling relevant documentation (project updates, briefing notes, etc.);
• Supports with development of donor- and grants- related updates, briefing notes, etc. for CP management when requested.

Donor Administration:

• Supports the HoGR and GRCs in mapping funding opportunities and identifying potential new funding sources in line with PIN Strategy;
• Supports HoGR and GRCs in gathering information about potential donors, their priorities and programmatic objectives, including through collaboration with HQ Internal Fundraising Unit to guide internal decision-making during go/no-go process;
• Assists, upon request, with the development of external communication deliverables (e.g. capability statements and positioning papers).

Grants Administration

• Supports the maintenance and organization of grant files, donor guidelines, and compliance resources, ensuring documents are updated and accessible; shares updated templates, guidance, and examples with relevant staff as needed;
• Supports GRCs in organizing grant kick-offs, project reviews, close-outs and other meetings in line with internal processes; follows-up with other CP departments on providing inputs, doing follow-up on action points, etc.;
• Supports GRCs to deliver donor proposals and reports, including compilation and editing of inputs to the submission package and annexes (following donor & PIN requirements); supports in developing work planning calendars;
• Works closely with other departments including, Partnership Unit, Area Teams, Finance and MEAL to ensure consistency across all donor deliverables;
• Maintains accurate and up-to-date grants Sharepoint folders and databases (such as Grants Management Tracker or other relevant tools);
• Supports collaboration with HQ colleagues on internal archiving and assists in compiling information in response to HQ requests when required.

Subject to designation, the GRO may be assigned the following responsibilities:

• Acts as an internal focal point for assigned projects;

Other Responsibilities:

• Provides additional administrative support as requested by the HoGR and GRCs;
• Peforms other related duties as required.

Qualification Criteria:

Education and Speciality

Higher-level university education in a relevant field (social studies, humanitarian studies, management, administration, or similar)

Work Experience in the Speciality:

• Higher education in a relevant field (social studies, humanitarian studies, management, administration, or similar);
• Minimum 3 years of experience in a humanitarian sector, project management, or grant management, fundraising or in a related field

Required Skills and Competencies:

• Strong organizational and team working skills;
• Good communication and interpersonal skills;
• Excellent written and oral communication skills in English.

PIN OFFERS:

• A competitive salary according to the People in Need salary scale in amount of 1495-1575 EUR Gross (Depending on qualifications) +3% increase after probation period.
• Opportunities for professional development through various capacity-building activities, including trainings, workshops, and seminars.
• 28 calendar days of annual leave, plus 3 additional New Year bonus leave days.
• Possibility to work one day per week remotely for office-based staff.
• Coverage of accommodation and per diem costs for work-related travel outside the assigned office region and/or in cases of excessive travel distance or time, in accordance with People in Need travel policy.
• Provision of a laptop, mobile phone (including prepaid SIM cards), and People in Need branded items (backpack, thermal mug, notebook, portable power bank).
• People in Need offices are equipped with all necessary security and energy-resilience measures, ensuring uninterrupted internet access.
• Free coffee, tea, milk, and water available in all offices.
• A multicultural and friendly working environment, with approximately 300 staff members in the Ukraine programme.