Фахівець/чиня з адміністрування грантів та моніторингу

Center for Civilians in Conflict (CIVIC) is an international nonprofit with offices around the world working to improve protection for civilians caught in conflict zones. Our mission is to work with armed actors and civilians in conflict to develop and implement solutions to prevent, mitigate, and respond to civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org CIVIC is expanding its presence in Ukraine and is looking for highly-motivated professionals to join the organization’s Ukraine country team.  

The Grants and MEL Officer will support effective and efficient sub-awards management and administration to achieve CIVIC Ukraine Program goals, working with partner organizations of all levels. The role will also provide support, advice, and oversight on CIVIC Ukraine Program-level monitoring, evaluation, and learning, via developing and managing the MEL plan, learning agenda, implementation of the MEL system, leading on the gathering, analysis, and reporting of data and the integration of feedback and adjustments into project planning and implementation.

The Grants and MEL Officer will be responsible for the administration of the full cycle of the grants and contracts management for the project, beginning with solicitations for procurement and grants, pre-award assessments, managing deliverables, monitoring and ensuring compliance with CIVIC policies and Ukrainian legislation regulations, managing close-out procedures, and managing complete files and data management for each award. The Grants and MEL Officer prepares, finalizes, and manages all grant timelines, deliverables, and budgets for a diverse portfolio of activities and grantees, as well as provides support to grantees’ and CIVIC’s overall narrative and financial reporting, preparing both internal and external/donor reports.

The position will ensure direct technical assistance and capacity building to sub-awardees, as well as monitor the implementation of program activities under the project’s sub-awards. The Grants and MEL Officer is required to travel to CIVIC target communities from time to time (40% travel). The Grants Officer and MEL reports to the Deputy Country Director in Kyiv.

Location:                     Kyiv, Ukraine

Travel:                         40% of the time

Reporting to:               Deputy Country Director, Ukraine

Staff reporting:            None

Key functions

Grants Administration: 

• Responsible for subcontracting and grants activities, ensuring compliance with CIVIC policies and procedures and relevant Ukrainian legislation. Administer the grantee selection process to ensure that all contract-specified grants-related regulatory requirements are met satisfactorily and professionally.
• Works closely with CIVIC Ukraine Protection Team, Deputy Country Director, and CIVIC HQ Advisors to identify grant concepts into implementable solutions (including solicitations) to further work plan objectives. 
• Consults CIVIC Ukraine Protection Team, Deputy Country Director, and CIVIC HQ Advisors in preparing a clear and comprehensive grant SOW for eligible grantees.
• Negotiates grant terms, specific conditions, standard provisions, and budgets with selected grantees.
• Prepares subgrant agreements and issues subcontracts, purchase orders, task orders, and amendments; explains terms, conditions, roles, and responsibilities in compliance with CIVIC policies and procedures and Ukrainian legislation rules and regulations.
• Provides support in creating financial and administrative procedures for grant and project expenditures, including appropriate reporting and authorities.
• Conducts if applicable pre-award responsibility and financial review of potential partners or subcontractors. Participate in examining financial, accounting, and administrative procedures for control of funds and expenditures, including appropriate reporting and authorities. This will include a detailed value for money (economy, efficiency, cost-effectiveness, and equity) assessment per CIVIC policies and procedures.
• When necessary and appropriate, performs pre-award assessments to determine applicant management and technical capacity to administer grant and subcontract awards.
• Ensures effective liaison between project staff and grant recipients and sub-contractors, ensuring that recipients are provided with suitable technical advice and assistance in management, including financial management, financial sustainability, and advocacy.
• Monitors compliance of all agreements governing the award of grants and projects and prepare necessary reports.
• Ensures that activities and deliverables related to grants and subcontracts are achieved on schedule, following approved specifications, and within the allocated budget.
• Ensures the highest levels of honesty, integrity, openness, and transparency in administering grants and subcontract award processes and procedures.
• Ensures that grants/project-related files are maintained in a current and complete manner and are audit-ready at all times.
• Assists with training, technical assistance, and commodity needs of potential subcontractors and grantees and establishes controls for expenditures and reporting on the use of funds.
• Provides necessary assistance on issues related to the refinement, data management, and monitoring of an administrative system to track the activities and performance of organizations that receive funding under the project.

• Works closely with CIVIC Protection Team and other relevant CIVIC Ukraine team members to develop and implement grantee capacity-building opportunities, especially hands-on training and mentoring throughout implementation and grants management and reporting processes.
• Provide guidance on policies and procedures for CIVIC staff and grantees to ensure adherence to grant management policies.

• Ensures full compliance with CIVIC sub-grant and procurement policies related to fair and open competition in the award of local subcontracts and sub-grants and manages the issuance of solicitations for proposals.
• Ensures branding and marketing plans with subcontractors/grantees are in accordance with CIVIC communication and visibility policies, as well as relevant donors’ policies and requirements. Ensures that grants and projects are closed out within the required time frames.
• Provides support to sub-grantees narrative and financial reporting, as well as CIVIC’s overall narrative and financial reporting, preparing internal and external/donor reports.
• Works with CIVIC Protection and Operations teams, grantees, and CIVIC head office to continuously update and align sub-awards management and administration with CIVIC Ukraine Program goals.

Monitoring, Evaluation, and Learning:

• Supports the completion of all routine MEL activities for CIVIC Ukraine Program.
• Organizes and undertakes visits/meetings with collaborating partners on M&E as required.
• Responsible for checking data quality with partners & staff.
• Collects data regularly to measure achievement against the performance indicators.
• Documents best practices and lessons learned and shares with program staff to maximize the program’s impact; fosters a productive relationship and lesson-learned sharing culture among the program staff and stakeholders.
• Maintains and administers the MEL database.
• Supports program/project progress reporting for monthly, quarterly & project-end reports.
• Supports lessons learned identification and develop case studies to capture qualitative outputs and outcomes of the project.
• Contributes to activity designing, planning, coordinating, implementation, and reporting.
• Develops presentations, facilitate sessions, and conduct capacity building as required.

• Delivers additional operational, technical, and administrative tasks as requested by CIVIC Ukraine Deputy Director or CIVIC Ukraine Country Director.

• Functions as a self-sustaining member of CIVIC’s Ukraine team.
• Abides with all CIVIC security and operations policies and procedures.

Key Qualifications:

• Bachelor’s Degree in international development, political science, business administration, or a related field is required.
• A minimum of four years of progressively responsible experience in donor-funded programs in Ukraine is required.
• At least three years of experience directly involving grants management, including standard, fixed amount awards, and/or in-kind grants preferred.
• Demonstrated experience in operations and procurement/finance/funds management.
• Demonstrated experience working with local government and local organizations.
• Strong financial management skills, including analytical and decision-making skills.
• Excellent oral and written communication skills in English required, with special attention to detail, timeliness, and quality of presentation.
• Strong interpersonal skills and demonstrated ability to work effectively within fluid team frameworks to collaborate with colleagues to achieve quality results on time.
• Clear willingness and ability to take the initiative with minimal guidance.
• Strong problem-solving skills, including the ability to obtain, organize, analyze, evaluate, and present information and to organize and draft clear and concise factual and analytical reports.
• Computer literacy, minimally in word processing and spreadsheet development and manipulation, and preferably in presentation software consistent with the need to work independently
• Strong organizational and work prioritization skills.
• Demonstrated versatility and integrity.
• Proven experience developing new organizational systems and tools.
• Fluency in Ukrainian and English is required.

Only Ukrainian nationals are invited to apply. CVs will be reviewed on a rolling basis, so please apply early. The vacancy does not have a closing date, and the applications will be reviewed until the position is filled.

Apply here.