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.
ThepurposeoftheGrantsCoordinator positionisto provideessentialgrantmanagementsupportto Grants Manager and the Head of Programme Support/Head of Programmes to deliver quality programming in line with the NRC Country Office strategy.
This position is open to candidates who have the legal right to work in Ukraine. Please note that we are unable to provide work permits or visa sponsorships for this position.
Genericresponsibilities:
AdherencetoNRCpolicies,guidanceandproceduresandconsiderationofNRCglobal, 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.
Specificresponsibilities
FundingIdentificationandProposal 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.
Buildpositiveworkingrelationshipswithotherteamstofacilitate and enable efficient coordination and support development of high quality/donor ready proposals using relevant NRC Grant Management toolsandguidance (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.
SupportNRC’sduediligenceassessmentwhenandasrequiredbyanexistingornew 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 relevantdonor provisions.
Lead on the coordination and facilitation of multi-area partnership implementation agreements.
GrantAgreements
SupporttheGrantManagerinreviewingdonorcontracts,flagginganypointsthatmightchallengeNRC’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 DonorReporting
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.
Highlightcriticalfinancialissuessuchasunder/over-spendstofinanceandbudgetholders andfollow up in writing when discussed verbally.
Drafting donor communications to update/inform about challenges/success.
Coordinatethedevelopmentofdonorreportsensuringconsistencybetweennarrative, logframeandfinancial reports and that they meet NRC and donor quality standards.
Supportcloseoutofgrants,includingGrantsClosureMeetings(GCMs)meetings,inrespective portfolio with a focus on lessons learnt.
Work with Communications colleagues to enable their delivery of communications calendar for the year.
DonorCompliance
BefamiliarwithallNRCorganisationalanddonorportfoliocompliancerequirementsandensurehigh quality management of grants through meeting of internal KPIs and deadlines.
Supportandadviseprogrammecolleagueswithqueriesrelatedtodonorcomplianceongrantswithin portfolio and ensure appropriate donor templates are readily available.
Workwithotherdepartments(i.e.programmes,finance,M&E,Compliance)toensureall 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.
GeneralAdministration
Ensureallkeygrantdocumentsforagrant areavailablewithintheGrantsdepartmentbymaintaining a standardised information management/filing systems.
Visitareaofficestosupportwithcapacitybuildingofstaffandroll-outofPCM 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 asrequired, 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:
Atleast3yearsofrelevant grants or similarexperiencein an NGO with experience.
Experienceofdonorrelationsandgrantscoordination(e.g.withinstitutional,humanitarianand development donors) including working with donors including State Department, CDCS, GFFO, KfW, NORAD, SIDA and OCHA.
Experienceworkingincomplexenvironmentsandwithdisplaced populations.
Goodunderstandingofdonorrulesand regulations and their application to projects.
Provenskillsandexperiencein independently supporting the development ofreport s andproposals.
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.
Willingnesstotraveltoareaofficesandworkindifficultenvironmentaccordingtotravel requirements.
Goodanalyticalskills(dataand financial).
Abilitytomediateinhigh-stressscenarioswithcompeting interest.
Excellentwrittenandoralcommunicationskillsin English.
Contextrelatedskills,knowledgeandexperience
Strongorganisationalandteamworking skills.
Goodculturalawarenessand sensitivity.
Abilitytoworkunderpressure,independentlyandwithlimited supervision.
KnowledgeofNGOoperationsandthedynamicsofthehumanitarian sector.
Aboveaveragecomputerskills,particularlyinMicrosoftWindowsWordand Excel.
Holdsself-accountableformakingdecisions,managingresourcesefficiently,holdstheteam accountable to deliver on their responsibilities.
The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee.
We protect displaced people and support them as they build a new future. We started our relief efforts after World War Two. Today, we work in both new and protracted crises across 40 countries. We specialise in six areas: food security, education, shelter, legal assistance, protection from violence, and water, sanitation and hygiene.
We stand up for people forced to flee. NRC is a determined advocate for displaced people. We promote and defend displaced people's rights and dignity in local communities, with national governments and in the international arena. NRC’s Internal Displacement Monitoring Centre in Geneva is a global leader in monitoring, reporting on and advocating for people displaced within their own country.
We work with partners across the world through NORCAP, our global provider of humanitarian, development and peacebuilding expertise. NORCAP collaborates with local, national and international partners on finding sustainable solutions to meet the needs of people at risk.
Around 15,000 humanitarians work with the NRC. Most of us are hired locally to work in the field, and a small number are based at our head office in Oslo. Many of our colleagues were once themselves forced to flee their homes.
NRC assisted almost 9.1 million people worldwide in 2024, and with your support, we can help even more.
In order to meet the needs of more than 120 million displaced people worldwide, we need to unite forces across sectors and work together as one team. Through mutual partnerships we are dedicated to finding unique solutions for people who have been forced to flee, helping them build a sustainable future for themselves and their communities.
To find out how you can support our work, please visit nrc.no/corporate or send an e-mail to corporate@nrc.no.
