Requisition ID: req59415

Job Title: Grants Officer

Sector: Grants

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Ukraine

Job Description

Job Overview/Summary: 

The Grants Officer will be part of the Grants Department and will report to the Grants Manager. This position’s main responsibilities include contributing to efficient grants and project cycle management, including reporting, and supporting donor engagement and business development efforts. The Grants Officer acts as an important link between different teams, ensuring effective and transparent information sharing.

Main responsibilities

Proposal Development and Fundraising

•Assist with research and gather relevant information for proposal design, donor engagement and other business development efforts.
•Support in identifying and keeping track of all Donor engagement, new opportunities, pipelines and submissions.
•Contribute to the development of high-quality donor communication and engagement materials, such as Fact Sheets, Capacity Statements and Human-Interest Stories.
•Provide support throughout the proposal development process, including facilitating Project Design Meetings, taking notes, tracking completion of action points/milestones and sharing process updates to relevant team members.
•Contribute to key proposal components, including the write up/compilation of inputs and the development of frameworks, budgets and annexes.
•Participate in the quality review of final proposal packages – assessing all components for coherence, completeness and, if applicable, rating according to quality markers.

Grants Management 

•Track grant milestones, targets, financial allocations, and project timelines to facilitate strategic decision-making.
•Contribute to the maintenance and updating of the IRC’s Opportunity Tracking & Implementation System (OTIS).
•Maintain and update online filing systems, ensuring all relevant documentation and key communications are appropriately filed for all grants.
•Support the maintenance and updating of the Ukraine Grants and Pipeline tracker.
•Under the supervision of the Grants Manager, support revision processes and amendments for ongoing grants, whenever the need arises.
•Support the Grants Manager to ensure that information on all Donor communications, regulation changes, and meetings or events are disseminated as needed.
•Assist with preparing Project Cycle Management (PCM) meeting agendas and slides, write meeting notes/action points, and follow up on action points with relevant departments on as need basis.
•Support the updates of relevant PCM documents such as project dashboards, project summaries, partnership tracker and others. 
•Contribute to the development and successful submission of high-quality donor reports (narrative and financial) according to IRC and donor regulations.
•Work with communications, program and MEAL colleagues to collect lessons learned and case studies from the IRC and partner organizations.
•Support post-award donor engagement, including assisting the planning and preparation of donor monitoring visits by developing agendas, briefing notes, and contributing to administrative arrangement.
•Undertake other vital grants management, program development, monitoring and evaluation, communications and external relations activities as requested.

Key Working Relationships

Position Reports to: Grants Manager
Works closely with: Program teams, MEAL teams, Finance teams, Field teams, Partnership teams and Operation teams 

Job Requirements

Work experience:
•1-2 years of relevant work experience, preferably in an NGO, international organization or Ministry.

Demonstrated Skills and Competencies:
•Strong experience with Microsoft Word, PowerPoint Excel, and Outlook.
•Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
•Ability to manage competing priorities, meet demanding deadlines and work under pressure in unstable security environments.
•Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.
•Excellent interpersonal and intercultural skills.
•Ability to work both independently and in a dynamic, cross-functional global team structure.

Education:
•Bachelor’s Degree or equivalent in International Affairs, Development, International Political Economy, Political Science, Social Science or another relevant subject.
Language skills:
•Fluency in English, spoken and written is required.
•Strong writing and editing skills in English with close attention to detail is required.
•Fluency in Ukrainian is required.

Preferred experience & skills:
•Strong analytical problem-solving skills
•Flexibility to adapt to changing requirements.
•Demonstrated ability to work effectively with stakeholders at all levels.
•Ability to manage and work through change in a proactive and positive manner.
•Familiarity with international donors and/or grant management is considered an advantage.