Grants and Reporting Coordinator/HQ-Based

<p><strong>Starting date</strong>: January 2024/ASAP</p><p><strong>Location</strong>: Prague (HQ Office), the Czech Republic with occasional trips to the country programme</p><p><strong>Engagement: </strong>Fulltime</p><p><strong>Duration:</strong> One year with the possibility of extension to an open-end contract</p><h3><strong>BACKGROUND:</strong></h3><p>People in Need is one of the largest non-profit organizations in Central and Eastern Europe active in humanitarian and development aid, human rights and social inclusion. In 2021, more than 2400 employees worked in our Humanitarian and Development Aid Section in 23 countries (Asia, Africa, Middle East and Eastern Europe). Our growing team in Prague (with a turnover of more than 80 million EUR per year) is looking for a new colleague to become Finance Desk Officer for our country programmes.</p><p></p><h3><strong>Position Summary </strong></h3><p>Grants and Reporting Coordinator (GRC) is a member of the Country team based at HQ, and will be working closely with the HQ-based Country Programme Coordinators (CPCs) and the in-country Grants and Reporting Manager (GRM) and the GR team on preparing grant proposals, project reports, will oversee compliance and will be engaged in donor communication for selected donors. The Grants and Reporting Coordinator will also assist the programme team in proposal development and project modifications in a leading or supporting role.</p><p> The Grants and Reporting Coordinator may also act as a secondary focal point for external liaison, including representing PIN vis-à-vis donors and in other coordination forums (cluster, working groups, etc). </p><p>This position is based in HQ, preferrably with time spent in Ukraine several times a year.</p><p></p><h3>Duties &amp; Responsibilities</h3><p><strong>Proposal Development</strong></p><ul><li> Provides dedicated support (leading and revision) to the development of concept notes, proposals, proposal modifications and situation analyses – coordinating the development process with all relevant departments, including designing logical frameworks, setting realistic and measurable targets, and developing narrative proposals &amp; budgets. </li></ul><ul> <li>Maintains an internal tracking database of her/his assigned donor/s reporting timelines, and coordinates with the Grants and Reporting Manager, Area Managers, and the MEAL team and programme teams to ensure that appropriate data collection and compilation take place on schedule. </li> <li>Ensures that all proposals are in-line with the assigned donor/s requirements in terms of structure and content, including with regards to mainstreaming issues, including protection, gender, do no harm and conflict sensitivity. Also, ensure that relevant staff are provided with timely information and materials – including guidelines, templates and examples – in order to develop quality project proposals </li> <li>Proactively supports in monitoring potential new funding opportunities for PIN in Ukraine through relevant open sources </li> </ul><h3>Project Reporting</h3><ul> <li>Ensures that all reports are in line with the assigned donor/s requirements in terms of structure and content, including with regards to mainstreaming issues, including protection, gender, do no harm and conflict sensitivity. Also, ensures that relevant staff are provided with timely information and materials – including guidelines, templates and examples – in order to develop quality reporting contributions.</li> <li>Ensures regular reporting updates and oversees compliance guidelines for key donors outlining requirements for programme implementation, procurement and distribution, information collection, and storage with respect to key project requirements and expected deliverables. </li> <li>May act as a main focal point for selected donors and grant contracts, in external representation as well as internal coordination with program and support teams in terms of program development and reporting. </li> <li>Ensures that standardized reporting formats are in place and utilized by all staff for weekly, biweekly, monthly reports. </li> <li>Ensures comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use, coordinate with assigned HQ desk colleagues on this and other agendas.</li> </ul><h3>External Relations</h3><p>- Supports HQ and CPC colleagues in donor and other external communications and liaison, including participation in meetings and forums, follow-up of queries, information requests, informal reporting, and progress updates. </p><h3>Programme Support </h3><p>-    May establish and maintain partnerships related to academia, research institutions, public and private institutions in the Czech Republic and Europe with a focus on relevant sectors.</p><p>-    May represent CP towards RDD Management during applying for private funds, compile requests for funding from private sources and reports to RDD Management on impleme