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

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 
• Possibility for professional development 
• 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 July 17th 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.