Position title:

Grants and Reporting Manager (National)

Department/Project/Country:

Department of Mine Action and Disarmament (DMAD) & Development and Humanitarian Cooperation (DHC), Ukraine

Last revised (date/title):

09 November 2026 / DMAD Programme Manager (PM)

Project number:

Various

Line manager:

DMAD PM

Responsible for line managing:

No direct management responsibilities

Additional reporting line:

DHC PM

Job purpose:

The Grants and Reporting Manager (GRM) is responsible for coordinating and overseeing grants management, programme development and donor reporting across NPA Ukraine's Mine Action and Disarmament (DMAD) and Development and Humanitarian Cooperation (DHC) portfolios. Working closely with the Programme Managers and relevant departmental teams, the GRM plays a key role in ensuring the effective planning, coordination, monitoring and reporting of donor funded projects throughout the project cycle, from initial concept development and proposal submission through implementation, reporting and grant closure.

The position is responsible for ensuring the quality and timeliness of proposals, reports and other donor submissions, maintaining compliance with donor agreements and organisational requirements, and monitoring project progress against approved objectives, outputs and indicators. The GRM also supports strategic programme development, identifies funding opportunities, strengthens donor relationships and promotes effective coordination and information sharing across departments. Through guidance, capacity building and knowledge sharing, the GRM contributes to strengthening staff capacity and ensuring consistent and sustainable grants management practices across the programme.

The position is based in Kyiv, with regular travel to NPA's operational areas in Ukraine.

Tasks and Responsibilities:

General responsibilities:

·        Collaborate closely with the Programme, Admin/HR, Finance, Logistics, Information Management and Operations departments to ensure an integrated approach to programme planning and implementation. Coordinate the development of high-quality, evidence-based concept notes, project proposals, work plans, logframes and donor reports, ensuring alignment with operational priorities, organisational objectives and donor requirements.

·        Oversee and coordinate the planning, implementation, monitoring and reporting of NPA's donor funded DMAD and DHC projects, as delegated by the relevant PM. Ensure effective coordination across departments, monitor progress against approved project objectives, activities and indicators, identify implementation challenges and support timely corrective action to ensure compliance with donor agreements and reporting obligations.

Specific duties:

Grants Management

·        Maintain comprehensive oversight and up-to-date knowledge of donor agreements, contractual obligations, regulations and compliance requirements across all projects. Identify potential risks, deviations from approved activities or expected outputs, and advise the PM(s) and relevant departments on appropriate corrective actions.

·        Proactively monitor funding opportunities, donor priorities and emerging calls for proposals. Assess their relevance to NPA's strategic and operational priorities, identify potential opportunities and coordinate timely internal responses to funding opportunities as required.

·        Coordinate and maintain a comprehensive grants and reporting calendar, ensuring that all proposal submissions, donor reports, contractual deadlines, amendments and other deliverables are identified, monitored and submitted within the required timeframes.

·        Lead the coordination and drafting of concept notes, funding proposals and project submissions, including the development of narrative sections, logical frameworks, results frameworks and indicators. Work closely with the PM(s) and relevant departments to ensure proposals are technically sound, operationally feasible and supported by realistic budgets and implementation plans.

·        Coordinate the preparation, quality assurance and timely submission of narrative reports, progress updates, final reports and other donor submissions. Ensure reporting is accurate, evidence based and consistent with approved project documents, monitoring data and donor requirements.

·        Monitor project performance against approved objectives, outputs, indicators and implementation plans, working closely with Operations, Finance and Information Management. Identify implementation delays, underperformance and potential compliance issues, and facilitate appropriate follow up and corrective action.

·        Ensure the systematic organisation, maintenance and accessibility of grant related documentation on SharePoint, including donor agreements, approved proposals, budgets, amendments, reports, correspondence and supporting documentation. Promote consistent document management and version control across the programme.

·        Support the PM(s) in maintaining effective relationships and regular communication with donor focal points, ensuring that relevant programme information, reporting requirements, contractual changes and other donor communications are appropriately coordinated and followed up.

·        Support the development, implementation and monitoring of programme strategies, action plans and internal processes relating to grants management, programme quality, donor compliance and reporting.

·        Provide guidance, training and capacity building support to programme staff and partners on grants management processes, donor requirements, reporting standards and compliance obligations. Promote consistent application of organisational procedures and donor regulations across the programme.

·        Coordinate and oversee the work of programme consultants, including the development of terms of reference, monitoring of deliverables, review of outputs and follow up on recommendations. Ensure that agreed recommendations are appropriately incorporated into programme activities and organisational practices, in coordination with the PM(s) and relevant departments.

·        Lead and coordinate internal and external meetings relating to grants management, including proposal development, project implementation reviews, donor reporting, compliance and funding opportunities. Ensure relevant departments and stakeholders are appropriately engaged, discussions are documented, and agreed actions are followed up and completed within established timelines.

·        Other duties as instructed by the PM

Competence and qualifications:

Required:

• Relevant higher education qualification or equivalent professional experience in Project Management, International Relations, Development Studies, Business Administration or a related field.
• Minimum of three years' relevant professional experience working with an international NGO (INGO), UN agency or similar international organisation, preferably in programme or grants management.
• Demonstrable experience managing and coordinating donor-funded projects, including familiarity with project management processes, donor agreements, compliance requirements and reporting obligations.
• Proven experience in developing and writing funding proposals, concept notes, project reports and other donor submissions, with strong narrative writing and analytical skills.
• Sound understanding of donor requirements, grants management processes, project cycle management and results-based monitoring and reporting.
• Experience working with national authorities, government entities, local organisations and implementing partners, with an understanding of the challenges and requirements of operating in a complex humanitarian context.
• Demonstrated ability to coordinate and work effectively across multiple departments and teams, building constructive working relationships with both national and international staff.
• Strong leadership, coordination and interpersonal skills, with the ability to motivate colleagues, facilitate meetings, influence stakeholders and manage competing priorities.
• Proven ability to manage complex, time-sensitive activities, meet strict deadlines and maintain high standards of accuracy and quality in a fast-paced and changing environment.
• Excellent communication, networking and relationship management skills, including the ability to engage professionally with donors, national and local authorities, partner organisations and other humanitarian stakeholders.
• Excellent written and verbal proficiency in English, with the ability to produce high-quality professional documents, reports and correspondence.
• Good computer skills, including proficiency in Microsoft Office applications and experience using document management, reporting and collaboration platforms such as SharePoint.

Desirable:

·        Full driving licence

Personal Competencies:

·        Strong interpersonal, networking and cross-cultural communication skills, with the ability to build and maintain effective working relationships with colleagues, national authorities, partners, donors and other stakeholders.

·        Demonstrated leadership skills, with the ability to motivate, support and develop staff, foster a positive and collaborative working environment, and lead by example in a calm, professional and approachable manner.

·        Excellent organisational and time-management skills, with the ability to plan, coordinate and prioritise multiple activities, manage competing demands and meet deadlines in a challenging and rapidly changing environment.

·        Strong communication and interpersonal skills, with the ability to clearly convey information, facilitate meetings, transfer knowledge, provide constructive guidance and address programme-related challenges effectively.

·        Ability to work independently, demonstrate initiative and sound judgement, identify and resolve issues proactively, and take responsibility for assigned tasks with minimal supervision.

·        Adaptable and resilient, with the ability to remain calm, professional and effective when working under pressure and responding to changing operational priorities.

Additional Considerations

All staff are expected to undertake the following general duties:

The Grants and Reporting Manager is to abide by the policies and personal code of conduct set by Norwegian People’s Aid (NPA) and represent the organisation in a loyal and responsible manner.

About the Recruitment Process

We work continuously for more diversity and inclusion throughout Norwegian People's Aid. We encourage all qualified candidates to apply.  

Please note, that only applications submitted through our career site will be considered. Applications and resumes sent via e-mail will not be reviewed.

We kindly ask you to carefully read NPA’s Code of Conduct, Safeguarding Policy and Anti-Corruption Policy, before you submit your application. If you are the selected candidate for this position, you will be asked to complete and sign a Safeguarding self-declaration as well as our Code of Conduct. All policies related to ethics can be found on our website.

We look forward to hearing from you!