Grants and Partnerships Coordinator - Ukraine

Job Summary:

The humanitarian needs in Ukraine are quickly escalating due to significant instability and vulnerability of the Ukrainian population. In response to the crisis, FHI 360 will implement an integrated program that provides life-saving and sustainable activities under health and protection that will meet the critical needs of internally displaced persons and affected communities.

FHI 360’s Crisis Response Department is seeking a Grants and Partnerships Coordinator to lead reporting efforts and partnership management in Ukraine to ensure on-time, on-track, and on-budget implementation of donor-funded awards. The Grants and Partnerships Coordinator will be responsible for managing all programmatic documentation and writing required to support project(s), and coordinate with local partners to ensure that high-quality deliverables are submitted on time. Main responsibilities include writing monthly situation reports, formal and informal donor reports, reports for host government, external communication pieces for websites, writing concept notes, proposal and project modifications. The second component of the position will include partnership management aligned to FHI 360’s Grants Manual, which sets out process and oversight related to the management of sub-awards. This will include facilitating relevant project meetings (opening, review, and closeout), acting as one of the key focal points for partner communication, ensuring proper technical and financial reporting, and supporting the capacity sharing between the two organizations.

Based in Odesa or Dnipro, these duty stations are designated as extreme risk and pose a heightened risk or direct threat to personal safety. However, FHI 360 has implemented mitigation measures and policies to ensure staff safety in coordination with FHI 360 Global Security. Applicants should research these locations and the associated risks before applying. The position is envisioned for an initial 8 -month period, with the possibility of extension.

This duty station has been designated as high risk or extreme risk and poses a heightened risk or direct threat to personal safety. Applicants should research this location and the associated risks before submitting an application.

For international staff based in Ukraine, FHI 360 provides a competitive salary, danger pay, premium pay allowance, accommodation, relocation, and regular R&R rotations which includes a roundtrip ticket to designated relief point (or equivalent amount to preferred destination), and a 500 USD lump sum payment.

Accountabilities:

Grants

Participate in project start-up and implementation activities in resource-scarce humanitarian emergencies and program development initiatives and serve as a point of contact between the project team and headquarters (HQ) staff.

Develop concept notes and unsolicited proposals for Bureau for Humanitarian Assistance (BHA) and other potential funders, including the gathering and editing of technical sections, compiling budget inputs, and ensuring swift submission in line with donor regulations and the organization's business development procedures.

Responsible for donor communications, including formal and informal reporting and developing communication products for the organization Corporate Communications Department.

Ensure field offices have appropriate filing processes in place to identify and archive relevant project documentation, donor communications, and evidence of program implementation. Support routine audit activities as required.

Work with the director of the project team and home office support staff to develop protocols to standardize the project's approach to the scale up of programs in an emergency and/or in development phase.

Manage donor compliance for award, ensuring that the program teams are adhering to donor guidelines and compliance concerns to HQ backstopping support, as required.

Partnership Management

Promote and apply FHI 360’s Grant Manual, contributing to a strong understanding of partnerships within the Ukraine response and ensuring partnership principles, skills and approaches are applied by staff across programs and projects with partners.

Coordinate and participate in timely and effective partner program, finance, and compliance review and reflection (monitoring) through formal meetings and ongoing communication.

Work collaboratively with partners and the technical leads to address any project performance challenges to ensure well planned, timely, and coherent partnership management.

Facilitate quality and timely narrative and finance reporting processes, including review and feedback.

Coordinate the collaborative development and delivery of the partner project capacity sharing plan, ensuring that it appropriately addresses issues identified in the due diligence process, and coordinate with relevant departments for the timely, quality implementation of the plan.

Support the resourcing of organizational development support where appropriate for partners.

Support the administrative documentation and due diligence requirements (donor and FHI requirements) of in-kind support to CSOs, health facilities, and local institutions.

Collaborate with technical coordinators to integrate technical capacity sharing approaches, including how FHI 360 can learn from partners.

Applied Knowledge & Skills:

Knowledge and application of Core Humanitarian Standards (CHS) and Sphere standards and Red Cross/NGO Code of Conduct.

Experience working with the Bureau for Humanitarian Assistance (BHA) and other humanitarian donors.

Strong interpersonal skills and display evidence of good leadership and influencing skills.

Ability to interact professionally with culturally and linguistically diverse staff and clients.

English fluency required; fluency in the local language a plus.

Excellent written and oral communication skills and be comfortable participating both as an effective contributor and a listener in group settings which include senior staff.

Well-organized, resourceful, effective and efficient at coordinating multiple resources to get things done and must have proven track record of successfully working on multiple tasks at once and foresees and plan around obstacles.

Demonstrated sensitivity in diverse, cross cultural settings.

Problem Solving & Impact:

Works on problems of complex scope that require analysis and in-depth evaluation of variable factors.

Erroneous decisions or recommendations may cause critical delays or modifications to projects or operations.

Ability to exercise judgment that contributes to the organization’s business strategies and develops objectives that align with department’s strategic goals.

Must be able to provide accurate, expert level advice to reach outcomes that will enable achievement of overall department and organization goals.

Demonstrates a responsive, professional attitude that is solution oriented.

Decisions and actions have a serious impact on the overall success of the function.

Supervision Given/Received:

Regularly interacts with senior management and HQ based staff.

Leads by “managing managers” or other direct/indirect reports in the region/functional area.

Ability to motivate, mentor, and empower individuals to achieve expectations and goals set for the functional unit.

Provide input on country/project staff performance reviews.

In coordination with senior management, hire/terminates country/project staff.

Reports to the Response Coordinator.

Education:**

Bachelor's Degree or its International Equivalent in Business Administration, Communications, Economics, Human Development and Social Studies or Related Field.

Experience:**

Typically requires a minimum 3 - 5 years of experience writing proposals, reports, and other materials specifically for BHA and/or other funded projects required; diverse range of geographic experience preferred. Experience working in security compromised areas preferred.

Prior work experience in a non-governmental organization (NGO), government agency, or private company of progressive program management experience in humanitarian assistance or related industry experience in a relevant technical area.

Demonstrated successful experience working with partners, preferably with humanitarian donor funding.

Typical Physical Demands:

Typical office environment.

Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

Ability to sit and stand for extended periods of time.

Ability to lift 5 - 50 lbs.

Ability to travel to remote field site locations that lack basic essentials.

Candidate must be in good physical condition and understand that medical care is not readily available at duty station.

Technology to be Used:

Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, e-mail), office telephone, cell phone and printer/copier.

Travel Requirements:

50%

** Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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