Sub-granting Manager in Polish Humanitarian Action / POLSKA GUMANITARNA AKCIYa

Polish Humanitarian Action (PAH) is currently looking for Sub-granting Manager to support implementation of the projects.

General information:

• Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with representation office in Ukraine
• Position: Sub-granting Manager 
• Location: Kyiv with regular field visits 
• Job terms: full-time
• Type of job: employment contract
• Starting date: ASAP
• Duration: 12 months (3 month of approbation period) with possibility for extension 

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization which since 1992 has been providing humanitarian and development help worldwide. So far, the interventions have been carried out in 46 different countries. By possessing long-standing expertise in the implementation of projects in Water, Sanitation and Hygiene, Food Security and Livelihoods, as well as Nutrition and Education, PAH concentrates its global activities on ensuring sustainable and stable development of regions suffering from the consequences of armed conflicts, natural disasters and other humanitarian crises.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly and single mothers, working in the sectors of food security protection and livelihoods. PAH Ukraine is currently expanding programming from humanitarian to both early recovery and development-oriented interventions that provide sustainable livelihoods opportunities to the affected population.

For more information, please refer to www.pah.org.pl.

Key Duties and Responsibilities:

Sub-granting Management:

• Lead and manage the full sub-granting cycle following partner selection decisions, including coordination of due diligence processes, preparation, negotiation, amendment, monitoring of contractual milestones and sub-grant close-out.
• Oversee the development, negotiation, and administration of sub-grant agreements / Partnership Cooperation Agreements (PCAs) in close coordination with Programmes, Finance, Grants & Reporting, MEAL and relevant HQ units.
• Ensure sub-grant agreements accurately reflect approved project designs, partner budgets, donor contractual requirements, reporting obligations, safeguarding and accountability provisions and defined risk mitigation and escalation measures.
• Administer and monitor sub-grant financial and reporting mechanics, including payment schedules, tranche conditions, documentation requirements and timely follow-up on partner submissions in coordination with Finance and Programme teams.

Sub-grant Monitoring & Controls:

• Monitor sub-grant contractual performance by tracking milestones, deliverables, reporting deadlines and amendment thresholds and proactively flag risks or deviations related to sub-grant execution to the Head of Programs and relevant internal teams.
• Support the development and follow-up of corrective actions related to sub-grant execution risks or delays in coordination with Project and Partnership Managers, Finance, MEAL and Grants teams, without assuming audit or compliance investigation responsibilities.

Coordination with Partnership Manager & Partners Support:

• Coordinate closely with the Partnership Manager to translate approved partnership strategies, partner selections and implementation decisions into operational sub-grant agreements while maintaining a clear separation of roles and responsibilities.
• Provide structured updates to the Partnership Manager on sub-grant status, contractual risks, amendments and implementation constraints to support informed partnership oversight and decision-making.
• Provide partners with practical guidance on sub-grant contractual, administrative, and reporting requirements, including documentation standards, timelines, amendment procedures and payment conditions, without taking on implementation or partnership management functions.

Internal Coordination & Quality Assurance:

• Coordinate closely with Project Manager, Finance, MEAL, Grants & Reporting and HQ teams to ensure alignment between sub-granting processes, programme implementation and donor reporting cycles.
• Establish and maintain and continuously improve sub-granting tools, templates, trackers, and SOPs by incorporating lessons learned and ensuring consistency and transparency across projects.

Project Modification & Reporting:

• Consolidate all partner changes into a single, coherent donor-compliant Project Revision/Modification document according to donor’s requirements.
• Provide inputs to internal coordination and management reporting related to sub-grant status, risks, and implementation progress, as required.
• Consolidate all partner narrative reports into a single, coherent donor-compliant report, ensuring consistency, completeness, alignment with approved sub-grant agreements and adherence to donor-specific formats, indicators, timelines, and reporting requirements in close coordination with Project Manager, Grants & Reporting, Finance and MEAL teams.

Other tasks:

• Participating in project proposal development process incl. budget development.
• Other duties related to programs as assigned by the supervisor.

The Sub-granting Manager will be selected based on the qualification requirements described below:

• Higher professional education in the relevant field of study (master’s degree, specialist.
• Minimum 5–7 years of experience in compliance, grants, or sub-granting management within humanitarian or development programs
• Proven experience managing sub-grants to local NGOs under donor-funded projects, preferably U.S.Department of State (previously – USAID) or comparable donors.
• Strong knowledge of donor compliance requirements, partner due diligence, and risk management frameworks.
• Experience working with safeguarding and PSEA systems in humanitarian contexts.
• Demonstrated ability to balance compliance enforcement with partner support and capacity strengthening.
• Strong attention to detail combined with sound judgment and a high level of risk awareness.
• Excellent coordination and communication skills, with the ability to operate effectively within matrix management structures.
• A principled, enabling approach to localisation and partner engagement, balancing compliance with capacity strengthening.
• Excellent verbal and written communication skills in English (is a must) and Ukrainian.

What PAH offers:

• Work experience with the professional and flexible international NGO, which is one of the largest NGOs in the Central-Eastern Europe;
• Work in a dynamic and motivated team;
• Possibility to contribute to the development of protection programming of PAH;
• Competitive salary.

How to apply:

If you are interested in applying for this position, please send us the following documents prepared in ENGLISH:

• Short resume (max. 2 pages) including relevant information on your education and work experience;
• Short cover letter;
• Salary expectation;
• Indication of your availability to start your work for PAH;
• Three references.

Closing date for applications is 7th of March 2026.

Only short-listed candidates will be contacted and invited for interviews.

Please note: due to the urgency to fill the post, recruitment will be done on the rolling basis, and PAH reserves the right to recruit before the deadline.