Ukraine Job Openings
Center for Civilians in Conflict
Grants Assistant (Ukrainian Nationals Only)
FULL TIME
October 16, 2024
The Grants Assistant will support Grants Officer for effective and efficient sub-awards management and administration to achieve CIVIC Ukraine Program goals, working with partner organizations of all levels.
The Grants Assistant will assist in 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 Assistant assist in preparing, finalizing, and managing 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 Assistant may travel to CIVIC target communities from time to time (20% travel). The Grants Assistant reports to the Grant Officer.
Location: Kyiv, Ukraine
Travel: 20% of the time
Reporting to: Grant Officer, Ukraine
Staff reporting: None
Key functions
Key Qualifications:
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.
The Grants Assistant will assist in 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 Assistant assist in preparing, finalizing, and managing 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 Assistant may travel to CIVIC target communities from time to time (20% travel). The Grants Assistant reports to the Grant Officer.
Location: Kyiv, Ukraine
Travel: 20% of the time
Reporting to: Grant Officer, Ukraine
Staff reporting: None
Key functions
- 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.
- Consults CIVIC Ukraine Protection Team, Deputy Country Director, and CIVIC HQ Advisors in preparing a clear and comprehensive grant SOW for eligible grantees.
- In cooperation with Grant Officer 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.
- 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.
- 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.
- Assist in refining administrative systems for tracking activities and performance of funded organizations, including data management and monitoring.
- 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.
- 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.
Key Qualifications:
- A bachelor’s degree in political science, business administration, law, or a related field is preferred.
- At least six months of experience in donor-funded programs in Ukraine is preferred.
- Some exposure to project management, particularly in areas such as fixed amount awards, and/or in-kind grants, is an asset.
- Basic understanding of the non-profit sector in Ukraine.
- Some experience in operations and/or procurement/finance/funds management is desirable.
- Experience working with local government and/or local organizations is an advantage.
- Basic financial management skills, with the ability to analyze information and make simple decisions.
- Proficiency in English, both spoken and written, with attention to detail and quality.
- Good interpersonal skills and ability to work effectively within a team to meet deadlines.
- Willingness to take initiative and work independently with guidance.
- Basic problem-solving skills, including the ability to gather and present information.
- Computer literacy, including word processing, spreadsheets, and, preferably, presentation software.
- Good organizational and time-management skills.
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.
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