Polish Humanitarian Action (PAH) is looking for a Grant & Reporting Manager for its Country Office in Ukraine.  

We strongly encourage qualified candidates to apply as soon as it is possible as the applications will be reviewed on rolling basis. 

PAH operating in Ukraine since August 2014, PAH is uniquely positioned with a wide network of partners and donors to deliver humanitarian aid to the most vulnerable conflict-affected people during this crisis. PAH provides assistance to internally displaced people and the elderly and single mothers, working in the sectors of Protection, WASH, Food Security/MPCA, Shelter/NFI and MHPSS. PAH Ukraine is rapidly expanding its operations in response to the armed conflict and seeks dynamic candidates comfortable with a fast-changing environment who are eager to scale operations quickly. 

Grants management and compliance:

• Oversee the full grant lifecycle for assigned projects, from opportunity review and proposal development through implementation follow-up, amendments, reporting and close-out.
• Ensure compliance with donor requirements, internal PAH procedures, contractual obligations, submission deadlines and documentation standards in cooperation with Compliance team.
• Maintain and further strengthen grant management systems, including grants trackers, reporting calendars, action points, change logs and related internal control tools.
• Identify grants-related risks, bottlenecks and compliance gaps while escalating issues with clear proposed mitigation measures to the HoP and relevant managers.
• Ensure that PAH-funded and donor-funded grants follow consistent standards of planning, documentation, review and reporting.

Donor reporting, modifications and proposal development:

• Coordinate the preparation, quality review and timely submission of narrative inputs and other grants-related documentation in close coordination with programme, MEAL, IM, finance, operations and partnerships / sub-granting teams.
• Support the preparation, review and submission of proposals, concept notes, amendments, cost extensions and other donor-facing documents ensuring responsiveness, coherence and compliance.
• Lead responses to donor feedback, clarification requests and follow-up actions related to proposals, reports and project implementation.
• Provide structured guidance on grants timelines, review steps and responsibilities so that key deliverables are prepared in a predictable and timely manner.

Stakeholder engagement and donor communication:

• Serve as a key focal point for day-to-day donor communication on assigned grants, in line with internal communication arrangements and under the supervision of the HoP.
• Maintain regular communication and relationship management with relevant donor representatives and external stakeholders, including support to donor meetings, coordination events and networking linked to PAH Ukraine priorities.
• Contribute to donor mapping, funding identification, external engagement planning and cultivation of future funding opportunities aligned with the Country Office strategy.
• Support the preparation of donor communication materials and ensure that external messaging is coordinated with the HoP and other relevant functions.

Team supervision and internal coordination:

• Provide technical and day-to-day supervision to the Grants & Reporting team, including work planning, prioritization, regular check-ins, troubleshooting and quality assurance.
• Support recruitment, onboarding and performance follow-up of Grants & Reporting team members, as requested by the organization.
• Ensure regular and structured coordination with the HoP and strong working links with Area Managers, sector leads, MEAL, IM, Finance, Operations and Partnerships / Sub-granting teams.
• Facilitate or support regular grant review meetings and other coordination spaces needed to keep implementation, donor requirements and reporting inputs aligned across functions.
• Contribute to development and improvement of workflows, SOPs, templates and internal guidance related to grants management, reporting and donor communication.

Partnership-led grant management:

• Ensure coherent management of grant processes under donor-funded projects, including structured documentation of donor communication, changes, reporting requirements and internal follow-up actions.
• Coordinate closely with Partnerships / Sub-granting, programme and compliance-related functions so that partner-related grants processes are aligned with PAH-level grant management and review mechanisms.
• Support a unified workflow for partner-led grant reviews and ensure that partner inputs are reflected in PAH-level planning, meetings and donor deliverables as required.

• At least 5 years of progressively responsible experience in grants management, donor reporting, proposal development or a related role in humanitarian or development programming.
• Demonstrated experience managing complex donor portfolios and coordinating cross-functional grant processes.
• Strong understanding of donor compliance, grant management systems, reporting requirements and documentation standards.
• Experience supervising staff and working effectively in matrix management structures.
• Ability to work independently while maintaining responsiveness, coordination and quality control across multiple priorities
• Master’s degree in the relevant field of study
• Experience with partnership-led programming, sub-granting is a strong asset
• Excellent verbal and written communication skills in English (is a must)

• work experience with professional and flexible international NGO, which is one of the largest NGOs in the Central-Eastern Europe 
• work in a dynamic and motivated team 
• possibility for professional development 
• For expatriate Staff, PAH offers the following additional benefits: 
• free accommodation 
• flights home covered at the beginning and at the end of the deployment 
• R&R benefit 
• annual leave of 26 working days and 5 additional days of leave 
• medical insurance (including Emergency Evacuation) 
• psychological Support Package 

If you are interested in the role, please  use “Apply Now” button below and submit your  short resume (max. 2 pages) with cover letter in English no later than April 30th 2026. 

We strongly encourage qualified candidates to apply as soon as possible, the applications will be reviewed on a rolling basis. We reserve the right to close this advertisement early if we receive a high volume of suitable applications.

Please note that only short-listed candidates will be notified.