Grants & Partnership Officer (Grants & Partnership Officer). in Handicap international

Grants & Partnership Officer

COUNTRY: Ukraine

REPORTS TO: Technical Head of Programme

LOCATION: Kyiv 

CONTEXTUALISATION

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. Today, HI’s response comprises the following sectors in Ukraine: 

• Comprehensive Health through mobile teams and in hospitals to provide physical and functional rehabilitation as well as mental health and psychosocial support;
• Armed Violence Reduction through explosive ordnance risk education (EORE) to reduce the risk of injury by raising awareness and promoting behavioral change; Victim Assistance (VA) through broad and specific efforts to address the needs and rights of victims and preparation for Non-Technical Surveys to contribute to land release.
• Protection services to identify and assess the needs of the most vulnerable, and to support them with referrals to professionals, specific/tailored information and awareness on protection issues.
• Inclusive humanitarian action through trainings and awareness among the humanitarian community to protect and ensure the meaningful participation of persons with disabilities.
• Atlas Logistique to maximize the impact of humanitarian assistance by offering free common logistic services (storage and transport), opening humanitarian access to the most difficult-to-reach populations and providing capacity building training to humanitarian actors.

HI has 3 hubs, one in the East (based in Dnipro), one in the North-East (based in Kharkiv) and one in the South (based in Mykolaiv) and the coordination is in Kyiv.

 HI Ukraine Program: 

• Volume: 16M€/year – 300 + staff 
• Donors: BHA, CDCS, GFFO, ADH, SDC, BUZA, WHO  
• Partners: Relevant Ministries, local organizations, hospitals, local authorities, etc.  

During business trips, HI staff is accommodated in guesthouses or in hotels, 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.

MISSIONS/SPECIFIC RESPONSABILITIES

Under the responsibility of the Technical Head of Programme, the Grants & Partnership 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. The Grants & Partnership Officer will also contribute to the development and quality implementation of strategic local partnerships within the mandate of HI. Key local partners will include government structures, local non-governmental organizations (LNGOs) and civil society organizations (CSOs). 

Main objectives/priorities of the position are: 

Mission 1 : Contribute to the quality of project reporting 

• Coordinate the project reporting phases: 
  1. 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) 
  2. 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) 
  3. 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 & partner information on the Customer Relationship Management (CRM) platform. 

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) 

• 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, 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) 

Mission 3 :Capacity building 

• Develop a partner capacity building plan to address the gaps and weaknesses identified during the initial capacity assessment. 
• 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: Local partner identification and selection

• Provides a local stakeholder mapping and analysis in relevant sectors of intervention (such as health, protection, armed violence reduction etc.) in line with HI StratOp in Ukraine, localization and partnership strategy and Fundraising goals.
• Contributes as applicable to the localization and partnership strategy in development
• Contributes to the identification of local organizations, (government structures, LNGOs and/or CSO) through building up a robust network of local organizations.
• Initiate initial discussions and meetings with potential local partners and ensure the follow-up
• Conducts local partner capacity assessments to evaluate their willingness and capacities to develop key partnership with HI and to identify key areas for a capacity building plan
• Conduct due diligence and verification of partner’s registration documents 

Mission 5. Partnerships formalization and follow-up

• Support the drafting of MoU and Partnership Agreement including the relevant annexes.
• Follow up of the signature of MoUs and contracts
• In close collaboration with the Project Manager, regularly liaise with the local partner to ensure successful implementation of the activities as per agreed in the partnership agreement.
• In close collaboration with the Project Manager, organize and schedule partnership review meetings compile the latest project information, identify the areas for improvement, take action, and make the necessary changes in the partnership agreement.
• In close collaboration with the Project Manager, ensure the participation of local partners to lessons learned workshop to capitalize on the project success and collect feedback from the local partner.
• Regularly liaise with the partners to ensure the compliance with donor rules and timely submission during reporting periods
• Assist finance team in checking partners financial reports and payment request
• Keep the grants and partnership manager informed of any partner compliance issues to ensure timely mitigation. 

   PROFILE SOUGHT/OTHER SKILLS 

Relevant skills required considering the above mentioned objectives and priorities: 

Knowledge: 

• Straetgic analysis
• Networking, promotion & official representation of HI for collaboration & fundraising
• Negotiation
• Security and information management
• Commercial negotiation

Practice: 

• Donor knowledge
• Donor contract analysis
• Financial management of institutional funding 
• Facilitation and/or design of training and skills enhancement programs, both face-to-face and distance learning
• Risks Analysis & Management
• Monitoring of indicators and results
• Good knowledge of the Ukrainian civil society with previous experiences in local organization 
• Working knowledge of English - Good oral communication skills

Expert:

• Narrative report writing and grant management 

Interpersonal: 

• Empathy and patience
• Strong internal and external communication and coordination skills 
• Cultural sensitivity, power and conflict awareness. 

WORKING CONDITIONS:

Contract: Employment contract (according to Ukrainian legislation) Fixed-Term

Type of employment: Full-time

Benefits Package:

• 30 calendar days for annual leaves 
• Medical Insurance for HI staff and one dependent (tax paid by HI)
• Individual counselling sessions for HI staff
• Relevant supportive measures for person with disabilities (if needed)
• Other benefits as per legislation and HR Policy 

EQUAL OPPORTUNITY

HI is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics. 

All interested candidates irrespective of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics are encouraged to apply for the vacancy.

If you have a disability and require any special arrangements to assist you during the interview, please inform us with the necessary details.

Handicap International has clear institutional policies on "Child Protection", "Anti-fraud, Bribery and Corruption", "Disability, Gender and Age" and "Protection of Beneficiaries from Sexual Exploitation, Abuse and Harassment”. It is therefore mandatory for all staff to commit themselves to respect, uphold and promote these policies, and to sign the HI Code and Conduct. 

How to apply:

Attention: Please send your CV in English.

Please note that the application deadline is 17/03/2025. Interviews will be conducted on a rolling basis until the position is filled, and only shortlisted candidates will be contacted.

If you do not hear from us within two weeks of the application closing date, please consider your application unsuccessful. 

By submitting the CV application, the applicant gives his/her consent to the processing of his/her personal data (in accordance with the legislation of Ukraine).

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Фахівець з питань співпраці з партнерами  та грантової підтримки

КРАЇНА: Україна

ПІДЗВІТНІСТЬ: Технічний керівник програми

МІСЦЕ РОЗТАШУВАННЯ: Київ

КОНТЕКСТУАЛІЗАЦІЯ 

 З лютого 2022 року HI відновила гуманітарну програму в Україні, щоб задовольнити гуманітарні потреби, викликані повномасштабним вторгненням Російської Федерації в Україну. На сьогодні гуманітарне реагування HI в Україні охоплює наступні сектори: 

• Комплексна охорона здоров’я: проведення фізичної та функціональної реабілітації мобільними командами та командами, які працюють у лікарнях, а також охорона психічного здоров’я й психосоціальна підтримка.
• Зменшення масштабів збройного насильства:через інформування населення про ризики, пов’язані з вибухонебезпечними пристроями (EORE) для зменшення ризиків отримання травми шляхом підвищення обізнаності й сприяння зміні поведінки; допомога постраждалим (VA) у форматі широких та вузьконAuthorized efforts to meet the needs and observance of the victims and preparation for non -technical examination to facilitate the unblocking of territories. 
• Services for the protection of the population to identify and evaluate the needs of the most vulnerable categories of the population and their support in the form of redirecting to specialists, providing specific information and raising awareness of public protection. Disability
• Atlas Logistique, which maximizes the efficiency of humanitarian aid, providing free services of joint logistics (storage and transportation), opening humanitarian access to residents of the most difficult territories and conducting training on the development of humanities potential. East (office in the Dnieper), one in the northeast (office in Kharkiv), one in the south (office in Nikolaev), as well as a coordination office in Kiev. 300+ employees
• donors: bha, cdcs, ​​gffo, adh, sdc, buza, who
• partners: profile ministries, local organizations, hospitals, hospitals, hospitals, hospitals, hospitals, hospitals. HI workers live in guest homes or hotels, usually near HI offices, restaurants, cafes, shopping malls and at storage (they are in a residential/work space or in close proximity to it). Time.

  Tasks/Obligations

  Specialist on Collaboration with Partners and Grant Support Subject to the Technical Manager of the Program and facilitates the implementation of a humanitarian and a specialist. with field workers in order to receive information in a timely manner and to provide support in writing proposals. The partners and grant support specialist will also contribute to the development and quality implementation of strategic local partnerships within the HI mandate. Key local partners include government agencies, local government organizations and civic organizations. 

  Basic Tasks/Priorities of Positions:

  Task 1: Provision of quality project reporting

  • Coordination (Operations Department, Finance Department, Logistics Department, Technical Department, Security Department, Personnel and Meal, Headquarters and National Association); 
  • Promoting proper coordination between project executives, regional managers, operating managers and programs, specialists and operating managers to combine their contributions into a single oneкстовий звіт та моніторингу донорських угод (слід застосовувати інструмент моніторингу, що використовується на рівні географічного директорату); 
  • Забезпечення координації з спільними службами для гарантування загальної відповідності текстових і фінансових звітів і повноти додатків до них; 
  • Забезпечення складання текстових версій звіту для обраних регіональних проектів і проектів консорціуму; 
  •  Вичитування звітів для забезпечення контролю якості та дотримання вимог і процедур донора: забезпечення своєчасного надсилання концептуальних записок, проектних пропозицій та текстових звітів (включно з логічною структурою та часовими рамками) згідно з процедурами, передбаченими донором. 
  • Регулярне оновлення інформації про гранти та партнерства на платформі Системи управління стосунками з клієнтами (CRM).  

  Завдання 2: Дотримання вимог донорів - підтримка команди щодо змісту донорських угод та зв’язок з штаб-квартирою/партнерами: процес укладання партнерських угод та запитання щодо правил донора  згідно з нормами відділу нормативного контролю й відділу управління ризиками на рівні штаб-квартири та відділу інституційного партнерства (де це доцільно) 

  • Підтримка команди щодо змісту донорських угод та зв’язок з штаб-квартирою/партнерами: процес укладання партнерських угод та запитання щодо правил донора  згідно з нормами відділу нормативного контролю й відділу управління ризиками на рівні штаб-квартири та  відділу інституційного партнерства (де це доцільно);
  • Проведення засідань щодо відкриття та закриття грантів для всіх залучених працівників/відділів з метою забезпечення спільного розуміння структури гранту всіма відділами й офісами, а також для сприяння обміну інформацією про досягнення та зроблені висновки; 
  • Забезпечення регулярної комунікації й координації з профільними фахівцями національних асоціацій, операційного відділу та відділу нормативного контролю й фахівцем з управління ризиками на рівні штаб-квартири щодо всіх оновлень правил, норм і стратегій донора чи можливих випадків шахрайства чи порушення вказівок донора, які мали місце;
  •  Врегулювання суперечок з донорами щодо грантів під керівництвом керівника програми та із залученням відповідного відділу штаб-квартири (фінансового контролера, керівника відділу нормативного контролю та ризиків інституційного фінансування, відділу інституційного партнерства). 

  Завдання 3: Розвиток потенціалу 

  • Складання плану розвитку потенціалу партнера для роботи над прогалинами та недоліками, виявленими під час початкової оцінки потенціалу; 
  • Проведення тренінгів і сприяння розвитку потенціалу польових працівників організації та працівників партнерів HI щодо розвитку програми та звітування, а також щодо програмної документації HI. Сприяння обізнаності польових працівників щодо простору Hinside; 
  • Регулярне відвідування польових офісів з метою прямої роботи спільно з працівниками програми над реалізацією проектів та підтримки глибокого розуміння контексту заходів і діяльності HI в рамках програми;
  •  Проактивне обговорення питань нормативcompliance with the program staff and heads of departments; 
  • Archive of documented donor feedback and appropriate reporting adaptation. 

  Task 4: Identification and selection of local partners

  • Map and analysis partnerships and funding goals;
  • where it is appropriate, participation in the development of localization and partnership strategy;
  • participation in the identification of local organizations (government agencies, local non -governmental organizations and/or civic organizations) through the construction of a powerful network of local organizations;  
  • Initiation of initial discussions and meetings with potential local partners and subsequent control;
  • conducting the ability of a local partner to evaluate its readiness and capacity to keep a key partnership with HI and identify the key areas of the Note. 

  Task 5. Official partnership and further control

• Supporting Memorandums on mutual understanding and partnership agreements, including relevant applications to them; local partners in close cooperation with the project executives to ensure the successful implementation of the activities provided for in the Partnership Agreement. participation of local partners in meetings to summarize the success of the project and obtain feedback from a local partner;
• regular communication with partners to ensure compliance with donor rules and timely submission of documentation during the reporting period; payment;
• Informing the head of the partner cooperation department and grant support about any problems related to partners' rules, for their timely settlement. Skills

  Skills required based on the above tasks and priorities:

  Knowledge:

  • Cooperation and Financing
  • negotiation
  • Security and Information Management
  • Commercial Negotiations
    

  Donor Donor Working

• Analysis of Donor Agreements
• Financial Management Obtained from Institutional Donors
• Implementation and/or Creation of Training Programs and Programs for Remote and Audit Training Skills
• Issues
• fluent in English-oral communication skills