Estonian Refugee Council (ERC) is a value-driven non-governmental EU-certified humanitarian organization. ERC was established 22 years ago in Estonia and currently provides humanitarian assistance to displaced people and other vulnerable people in 5 crisis-affected countries (Ukraine, Georgia, Armenia, Jordan and Turkey) and different support services to beneficiaries of international protection in Estonia. Estonian Refugee Council works and provide help in Ukraine since 2014 year and now covered 9 regions with ongoing humanitarian projects and monitoring visits. Our Mission is to stand for the rights and well-being of refugees and other vulnerable groups in Ukraine and abroad.
We are looking for Grant Management and Project Coordinator to join our international team!
Work with the Estonian Refugee Council team in Ukraine under the line management of Country Director, the Grants Management and Project Coordinator will contribute to achieving quality programming by ensuring effective grants management including, internal and donor compliance requirements, timely and quality reporting, and leading on internal and external grants-related communications as delegated by the Country Director. Particular focus will be paid to coordinating the organisation’s components of the BHA funded Ukraine Response Consortium: Providing Multi-Sectoral Humanitarian Assistance to Conflict Affected Populations in Ukraine.
Main tasks:
Ukraine Response Consortium Project Coordination
- Act as the organisation’s focal point and primary point of contact for the URC consortium.Working with internal departments, particularly the head of programmes, MPCA and EcRec Technical Advisors (Livelihoods), MEAL manager, head of Finance and communications to ensure all requests are responded to and followed up on to a high standard and in a timely and coherent manner.
- Act as the primary focal point for questions related to donor and contractual compliance.
- Monitor work plans and spending plans. flag and follow up on any deviations or anticipated deviations in a timely manner (in advance of milestones or reporting periods)
- Ensure that both ERC’s relevant SOPs and policies are adhered to, and industry standards (i.e., cluster guidance, CHS, Safeguarding, Sphere) are reflected in our work**.**
Grant Management and Administration
- Maintain an overview of all grants, donor requirements, rules and regulations, and internal and external deadlines for all projects, with a particular focus on the Ukraine Response Consortium;
- Ensure Kick off Meetings and Grants Opening Meetings, Grant Review Meetings are conducted regularly as per ERC guidelines and flag any discrepancies to HoP , CD and CMT.
- Review donor contracts, flag any points that might challenge ERC’s procedures, and support contract negotiations for all projects, with a particular focus on the Ukraine
Response Consortium
- Work with finance team to support/advise them in development of internal budgeting tool and communication with field offices on allocated budget;
- Ensure all documentation required to be kept by donors is available by maintaining high standard information management/filing systems;
Reporting and Monitoring
- Lead the coordination and finalisation of donor reports ensuring consistency between narrative and financial reports and that they meet quality standards for all projects, with a particular focus on the Ukraine Response Consortium
- Highlight critical financial issues such as under/over spends to finance and Budget Holders, and follow up in writing when discussed verbally for all projects, with a particular focus on the Ukraine Response Consortium;
- Coordinate the reporting to national and local authorities as necessary, with a particular focus on the Ukraine Response Consortium;
- Work closely with the Finance department to ensure that the financial reports submitted to donors’ match with the narrative reports for all projects, with a particular focus on the Ukraine Response Consortium;
- Participate in ensuring that quantitative qualitative data and secondary sources are synthesised into high quality analytical information which can be used for reports,advocacy, lesson learning and project development.
Compliance
- Be familiar with all ERC organisational and donor portfolio compliance requirements and ensure high quality management of grants through meeting of KPIs and deadlines;
- Support and advise programme colleagues with queries related to donor compliance on grants within portfolio, with a particular focus on BHA;
- Spot check for cluster compliance, internal SOP compliance and industry standards particularly as they regard Code of conduct, safeguarding and inclusion for all projects, with a particular focus on the Ukraine Response Consortium;
External relations
- Maintain active and regular working relationships with donors and act as point of contact for all donor communication, including the coordination of donor visits in the field for all projects, with a particular focus on the Ukraine Response Consortium;
- In the absence of Technical Coordinators, represent ERC in key clusters, working groups, and other NGO coordination bodies.
Expectations towards the candidate:
- Master’s degree in a relevant field (management, business administration, humanitarian or similar) or equivalent working experience.
- Minimum of 4 years of experience in project management, or grant management, fundraising or in a related field;
- Experience of donor relations and grants management (e.g., with institutional humanitarian and development donors, in particular, BHA/USAID, ECHO and the UN) is an advantage;
- Experience working in complex environments and with displaced populations;
- Good understanding of donor rules and regulations;
- Good communication and interpersonal skills;
- Excellent written and oral communication skills in English; Russian or Ukrainian language skills a distinct advantage
- Strong organisational and team working skills
- Proven skills and experience in report and proposal development and working with multiple donors;
- Willingness to travel to field offices and implementation locations
- Ability to deal with stressful situations and environments.
What we offer:
- Collaborative Culture: We foster a collaborative and inclusive work environment where every team member is valued.
- Diverse and Inclusive Workplace: We welcome all people of different races, genders, religions, colours, national or ethnic origins, languages, marital statuses, sexual orientations, ages, socio-economic statuses, (dis)abilities, political convictions, or any other distinguishing feature in our workplace.
- Good Benefits: We have a cosy office in the city centre, +4 vacation days, sports compensation, health insurance.
How to apply
Send your CV and Cover letter in English to Grant Management and Project Coordinator | ERC HR Portal (pagulasabi.ee)
Please, also mention your salary expectations.
Learn more about Estonian Refugee Council here: https://www.pagulasabi.ee/en/news
