Координатор, координаторка з грантів

Будь ласка, надсилайте свої резюме: Grants Coordinator | Mercy Corps Ukraine

The Position

The Grants Coordinator plays a central role in coordinating proposal development and donor reporting across Mercy Corps Ukraine’s growing program portfolio. Working closely with program, finance, MEL, and partnerships teams, the Grants Coordinator ensures that proposals and reports are accurate, coherent, and professionally presented, and that donor requirements and deadlines are consistently met. The Grants Coordinator will also serve as a key liaison with local partners. The role involves drafting and reviewing donor-facing documents, consolidating technical inputs, maintaining internal tools and trackers, and ensuring smooth information flow between departments and partners. The Grants Coordinator is a key contributor to high-quality program delivery and institutional credibility, supporting compliant grant management, clear communication with donors, and strong internal coordination.

Essential Responsibilities

Grant Management:

• Maintain a thorough understanding of Mercy Corps programs, activities, and donor policies, strategies, and priorities, by participating in regular meetings and proactively requesting updates from program staff as required.
• Lead the coordination of reports to develop clear, concise donor narratives, ensuring reports are delivered on time and are of high quality. This includes reviewing inputs from across Mercy Corps, asking probing questions, revising and editing written material, and drafting material where necessary.
• Maintain, update, and disseminate grant management tools and trackers to ensure that key information is available easily, donor deadlines are met, donor approvals are recorded, and issues and requests are followed up in a timely manner.
• Review new donor agreements, identifying questions, areas for negotiation, and potential areas of concern; and ensure that relevant grant management tools and trackers are updated as required.
• Working closely with program managers and other teams, coordinate and document program kick-off, close-out meetings, and budget vs. actual meetings; share meeting minutes, track action points for follow-up and document lessons learned. The grants coordinator may be asked to lead or co-lead these meetings.
• Ensure that donor communications/submissions are complete, correct, and of a high quality, including high quality formatting and visual presentation.
• Coordinate and prepare consolidated updates for HQ/internal/external stakeholders and internal/external meetings.
• Lead the development and updates of factsheets and other external communications materials, working with the communications department and other teams/departments as needed.
• The PDG team also supports project start up activities for new programs/grants-the nature of these responsibilities will vary, but may include partner due diligence, responding to donor questions, and supporting award negotiations, coordinating stakeholder meetings, and setting up the program filing system.
• Provide capacity strengthening support to Mercy Corps staff and local partners in grants management and reporting.
• Additional tasks in support of grant management, program coordination, and external communication about Mercy Corps' programs as assigned.

Program Management @ MERCY CORPS Standards

• Develop strong understanding of PM@MC standards and be a resource to staff with questions about these standards.
• Creatively identify ways to improve adherence to PM@MC standards.
• Work with Program Managers to ensure that the filing structure meets minimum PM@MC standards and folders are populated and archived accordingly.
• Support the roll out of the new program management policy and support the PDG teams' role as the stewards of the program management policy within the organization.
• Serve as the focal point within the Ukraine country program for PM@MC standards.

Proposal Development

• Coordinate (and occasionally lead) the proposal development process, coordinate (and occasionally lead) proposal kick-off meetings, and record and share meeting minutes and action items and follow up regarding action items.
• Ensure all relevant departments and stake holders are aligned regarding proposal development requirements (e.g. deadlines, templates, donor requirements, etc.)
• Maintain, update, and disseminate new business tools, trackers, and databases.
• Draft or co-draft specific inputs from proposal sections, consolidating inputs from program, MEL, finance, partnerships and other teams.
• Work closely with local and consortium partners to provide key information about upcoming calls for proposals (templates, timelines, proposal budgets, donor requirements, etc).
• When requested, act as a liaison between Mercy Corps and partner focal points to ensure contextually relevant and locally driven project design.
• Conduct donor and partner mapping and other prepositioning activities.
• Additional tasks related to proposal development, donor stewardship, and new business development as assigned.

Safeguarding responsibilities

• Actively learn about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practice the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourage openness and communication in their team; encourage team members to submit reports if they have any concerns using reporting mechanisms, e.g., Integrity Hotline and other options.

Supervisory Responsibility No

Reports Directly To: Program Development and Grants Manager

Works Directly With: Within the country program: Director of Programs; program/project managers/directors; the monitoring, evaluation and learning team; cross-cutting functions such as partnerships, GESI, CARM, protection, safeguarding; finance and operations/logistics; and other members of the Senior Management Team. Internationally: international award management team, international compliance, regional and international area experts.

Minimum Qualification & Transferable Skills

• BA/S or equivalent experience in related field (preferred).
• Three to five years of experience in a medium to large NGO or international organization, including responsibility for grant management, donor relations, sub-award management, donor reporting, proposal/new business development, or similar coordination roles; at least five years of overall experience (preferred).
• Experience working with projects funded by institutional donors, such as USAID/US State Department, ECHO (EU), FCDO (UK), SDC (Switzerland), Sida (Sweden), GAC (Canada) and/or others.
• Experience developing narrative reports and/or proposal narratives.
• Strong verbal and written communication skills in both English and Ukrainian.
• Excellent writing, editing and document review skills.
• Excellent English and Ukrainian language skills, including the ability to effectively communicate verbally and in writing in both English and Ukrainian and the ability to review and edit English-language text.
• Strong coordination and time-management abilities, with the ability to manage multiple tasks and deadlines simultaneously.
• Proactive and reliable in following up on tasks, action points and outstanding requests.
• Willingness and ability to travel throughout Ukraine is required.

Success Factors

Success in this role requires strong interpersonal skills, a collaborative mindset, and the confidence to coordinate across teams while maintaining respectful follow-up and accountability. The Grants Coordinator must be organized, proactive, and comfortable working in a fast-moving environment managing competing priorities, including taking on new or evolving tasks beyond the job description. They will need to not only execute assigned work but also recognize what needs to be done, and propose solutions. Effective communication is critical, the Grants Coordinator should be able to engage colleagues constructively, ask clarifying questions, and translate complex inputs into clear, coherent donor-facing material. As the role develops, the Coordinator should become increasingly independent, strengthen internal systems, and be able to deputize for the PDG Manager when required.

Living Conditions / Environmental Conditions

The position is based in Kyiv and it requires 5−10% travel to support country programs throughout Ukraine, which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited. During the field trips living conditions will be adjusted to the field conditions.

Deadline for submission of applications: 26 December 2025

Тільки попередньо відібрані кандидати будуть запрошені на співбесіду.

Ласкаво запрошуємо осіб з інвалідністю та ветеранів відгукнутись на цю посаду.

Mercy Corps створило робоче місце для працевлаштування осіб з інвалідністю та ветеранів, та належні умови праці для цієї вакансії, але це не обмежує коло осіб, які можуть подаватись на цю вакансію.