Within the overall Programme Unit (PU) of NRC Ukraine, specifically under the Programme Support Unit (PSU), the Grants Coordinator plays a key role in ensuring high-quality proposal and report development, effective grants management, and donor compliance. The position supports the coordination of proposal development, reporting, and internal communication processes, promoting coherence, timeliness, and quality across NRC’s Core Competencies (CCs), including Information, Counselling and Legal Assistance (ICLA), Shelter & Settlements/WASH, Education, Protection from Violence, and Cash response.
The Grants Coordinator contributes to strengthening systems and standards for proposal development and reporting, ensuring alignment with donor requirements and NRC strategies, and facilitating collaboration across CCs and support functions to enable well-coordinated, evidence-based programming.
The purpose of the Grants Coordinator position is to provide essential grant management support to Grants Manager and the Head of Programme Support/Head of Programmes to deliver quality programming in line with the NRC Country Office strategy.
Generic responsibilities:
Adherence to NRC policies, guidance and procedures and consideration of NRC global, regional and country strategies when executing functions related to this role.
Coordinate and support the development of donor proposals, reports and modifications, as well as ensuring donor compliance and quality control.
Support overview and maintenance of grants in the portfolio, donor requirements, rules and regulations, and internal and external deadlines.
Ensure maintenance filing of all grant documents, as per NRC policy (including through the grants database - forthcoming).
Support the Grants Manager to continuously maintain and improve internal grant management systems.
Provide an internal help-desk on donor related issues, including donor rules and regulations, and organising and/or delivering trainings in donor rules and regulations, as well as proposal and report writing.
Follow up and ensure that Project Cycle Management (PCM) processes for assigned grants are being followed up on including the inclusion of cross-cutting programme elements, Finance and M&E structures throughout all stages of the PCM.
Represent NRC with relevant partners and donors as delegated.
Promote the rights of IDPs/returnees in line with the advocacy strategy.
Specific responsibilities
Funding Identification and Proposal Development
As assigned organise Go/No Go meetings for funding opportunities identified and completion of Go No Go checklist.
Organise proposal planning meetings and coordinate proposal development with all relevant colleagues and relevant follow up so that completed package can be presented in a timely manner to Grants Manager/HoPSU.
Build positive working relationships with other teams to facilitate and enable efficient coordination and support development of high quality/donor ready proposals using relevant NRC Grant Management tools and guidance (proposal development calendar, internal log-frame, procurement plan, internal budgeting tool etc.).
Work closely with Core Competency Specialists, Area Office Teams, Programme Support functions (MEL, partnerships) and support functions (e.g. finance) as well as other stakeholders, including partner organisations, to compile high quality and accurate proposals.
Support NRC’s due diligence assessment when and as required by an existing or new donor.
Support Partnership Manager in their organisational assessments of implementing partners as per NRC’s Grants Management procedures and relevant donor regulations.
Support Partnership Manager in the development of partner sub-agreements to include relevant donor provisions.
Lead on the coordination and facilitation of multi-area partnership implementation agreements.
Grant Agreements
Support the Grant Manager in reviewing donor contracts, flagging any points that might challenge NRC’s procedures, and support contract negotiations.
Together with the Grants Manager, summarise in writing, key reporting and compliance requirements (compliance checklist) including issues to be raised in Grant Opening Meetings.
Work with the relevant Area Office colleagues, Core Competency Specialist(s), operational and support colleagues to ensure Grant Opening Meetings are arranged and take place within 30 days of the grant being activated and all mandatory internal documents are in place (internal logframe, internal budget, procurement plan, work-plan and M&E matrix).
Project Monitoring/Review and Donor Reporting
Coordinate and facilitate Project Review Meetings with relevant Area Offices and Core Competency staff to ensure that project is aligned, well implemented and on track. This includes having a good understanding of project and donor to allow flagging of issues.
Highlight critical financial issues such as under/over-spends to finance and budget holders and follow up in writing when discussed verbally.
Drafting donor communications to update/inform about challenges/success.
Coordinate the development of donor reports ensuring consistency between narrative, logframe and financial reports and that they meet NRC and donor quality standards.
Support close out of grants, including Grants Closure Meetings (GCMs) meetings, in respective portfolio with a focus on lessons learnt.
Work with Communications colleagues to enable their delivery of communications calendar for the year.
Donor Compliance
Be familiar with all NRC organisational and donor portfolio compliance requirements and ensure high quality management of grants through meeting of internal KPIs and deadlines.
Support and advise programme colleagues with queries related to donor compliance on grants within portfolio and ensure appropriate donor templates are readily available.
Work with other departments (i.e. programmes, finance, M&E, Compliance) to ensure all documentation required is ready and available for audits (e.g. vouchers, distribution lists).
Assist in training and capacity building of field staff on NRC grants management/donor compliance and PCM as required.
General Administration
Ensure all key grant documents for a grant are available within the Grants department by maintaining a standardised information management/filing systems.
Visit area offices to support with capacity building of staff and roll-out of PCM activities.
Support the Grants Manager to ensure correct and up-to-date maintenance of the Grants Tracker, and other Grants related tools.
Support the Grants Manager as necessary, including representation and attendance at meetings as required, and coordination with teams to follow up on agreed action points.
The Grants Coordinator will assume ‘Office in Charge’ of the Grants Manager role as requested (typically when the Grants Manager takes leave and may vary over time).
Generic professional competencies:
At least 3 years of relevant grants or similar experience in an NGO with experience.
Experience of donor relations and grants coordination (e.g. with institutional, humanitarian and development donors) including working with donors including State Department, CDCS, GFFO, KfW, NORAD, SIDA and OCHA.
Experience working in complex environments and with displaced populations.
Good understanding of donor rules and regulations and their application to projects.
Proven skills and experience in independently supporting the development of reports and proposals.
Excellent personal organisational skills, including communication, coordination and interpersonal skills time management, and ability to meet deadlines and work under pressure.
Strong ability to be flexible and balance multiple tasks and deadlines in short periods.
Willingness to travel to area offices and work in difficult environment according to travel requirements.
Good analytical skills (data and financial).
Ability to mediate in high-stress scenarios with competing interest.
Excellent written and oral communication skills in English.
Context related skills, knowledge and experience:
Strong organisational and team working skills.
Good cultural awareness and sensitivity.
Ability to work under pressure, independently and with limited supervision.
Knowledge of NGO operations and the dynamics of the humanitarian sector.
Above average computer skills, particularly in Microsoft Windows Word and Excel.
Holds self-accountable for making decisions, managing resources efficiently, holds the team accountable to deliver on their responsibilities.
