HEKS/EPER pursues the vision of a just world where the dignity of everyone is respected, peace reigns and the natural environment is conserved. In the framework of the 2030 Agenda, we work in the four thematic priority areas of "Climate justice", "Right to land and food", "Flight and migration", and "Inclusion". HEKS/EPER also provides humanitarian aid for people affected by natural disasters and armed conflicts. The goal is to induce change at the social, economic and political levels. HEKS/EPER helps improve the living conditions of people in Switzerland and around the world, claims their rights, and to this end, mobilizes and raises awareness on the part of society, policy-makers, business and churches.
The Grants Coordinator is the focal point for proposal development, donor reporting, grants information management and grants management capacity-building efforts. The Grants Coordinator also supports programmatic and budgetary monitoring, compliance with donors and internal HEKS/EPER rules and regulations. The Grants Coordinator will work closely with the grants managers and will report to Country Director in link with the Program Associate in headquarter.
We are looking with starting as soon as possible or by arrangement for a proactive and experienced:
Grants Coordinator, Ukraine, 100%
Your main responsibilities:
Main responsabilities
- Coordinate, review and submit high quality donor reports (narrative and financial) according to HEKS/EPER and donor regulations. Ensure all required documents are included, complete, correct and approved by the respective Program Coordinator/s and country management.
- Coordinate, compile and review high quality proposals and budgets that are relevant to HEKS/EPER’s Strategic Action Plan and include input from key partners (finance, operations, programs, partners, etc.), including compilation/editing of the technical narrative, development of budgets and budget narratives, drafting of required annexes, etc.
- Collaborate with the Program and finance teams to develop standard reporting templates and tools that will support improved narrative, and financial reporting. Maintain knowledge of grant agreement language and regulations, serving as a knowledge resource on assigned donors and advancing questions where needed.
- Raise compliance issues with supervisor and/or the concerned department with the HQ.
- Lead grant opening meetings, quarterly grant review meetings, and grant close out meetings
- Lead management meetings, including monthly review of monthly budget reports to address any projected underspend or over spend.
- Oversee the spending plan monthly updating process in coordination with finance and programs counterparts
- Keep supervisor and HQ informed of any projected inabilities to meet contractual obligations, report submission and spend rates/significant budget variances. Be able to actively mitigate risks through proposing remedial solutions in consensus with department heads
- Compile and respond to information requests from HEKS/EPER’s regional and headquarter offices.
- Facilitate and coordinate with the Partnerships unit to provide necessary support for all aspects of sub-award life cycle management, from partner identification, vetting, and project agreement/amendment development
- Work with grant counterparts in HQ and at the regional level to ensure coordination and adherence to proposal timelines and requirements.
- Spearhead project cycle meetings (design, opening, implementation, closing, and learning) to identify and help resolve needs, constraints, and other project cycle issues.
- Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested
- Supervise Grants Managers/Officers to ensure proper oversight, professional development and good stewardship of all tasks.
- Support to Field Coordinator in special projects as necessary to streamline coordination of the grants, partnerships and communications units.
- Make sure all reporting tools (reporting follow up, activity follow up) are updated as requested
Ensure HEKS/EPER representation
- At the request of the Country Director, he/she represents the organization locally to donors, NGOs, International Organizations and local authorities, and reports interview findings to the HoM or the PC.
- He/she participates as an active member in internal coordination meetings.
- Oversee partners’ programmatic and financial reporting, ensuring that quality reports are submitted to Pact in a timely manner. Monitor and evaluate the quality of sub-grantees’ reporting and provide training on reporting.
To be successful you bring:
- Professional diploma or university degree inhumanitarian aid, communication, international relations or else relevant to the position,
- Previous experience with an international NGO is mandatory,
- At least 3 years of experience in a similar position,
- Fluent in English (written and spoken), Russian will be an asset
- Excellent editorial quality
- Knowledge of project management
- Excellent reporting skills
- Ability to be assertive, when necessary
- Ability to analyze (judgment, practicality) and to synthesize
- Ability to adapt
- Organization, discipline, and compliance with deadlines
- Outstanding ability to listen and negotiate
- Good interpersonal and communication skills
- Calm and composed
- Ability to work under stress in general, and in emergency situations in particular
What you can expect from us:
- An international position with a duty station in Kyiv, Odesa or Dnipro, Ukraine
- An opportunity to make a difference in this world
- An interesting and challenging position
- Duration 6 months (possible extension)
- Competitive salary, min. CHF 6'000.- *13 (pro rata temporis)
- Accommodation provided by HEKS/EPER
- R&R after 3 Months
- Insurance package