Grants and Compliance Officer

Location: Dnipro/Lviv with travel to activities in the field.

Position Type: National.

Position Status: Fixed term labour contract, for 12 months with possibility of extension.

Reports to: Head of Programme Delivery.

Line Management: N/A.

Salary:40,065.00 Gross per month. Depending on skills and experience. 

About the HelpAge International  

HelpAge International works with partners and a diverse global network of more than 170 organizations across 90 countries, supporting millions of older people to live safe, dignified, and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. 

Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience. Our 2030 strategy Ageing in a Just World sets out how we will work together to shape the future we all share. By ensuring that all our work promotes wellbeing, dignity and voice, we can be a positive influence in the lives of current and future older people. 

About the HelpAge Ukraine  

HelpAge has been operating in Ukraine since 2014, establishing an office in Kyiv and providing programmatic outreach in the Eastern region.  Early in the crisis, HelpAge developed a remote management approach, building on an already established model following internal restructuring of HelpAge in 2021 and the Remote Management policy developed during the COVID-19 global pandemic in 2020.HelpAge in Ukraine relocated its main office from Kyiv to Lviv in April 2022 due to the conflict. Since phase 1 planning, we are now based in 4 locations in Ukraine, with offices in Kyiv, Lviv and Dnipro, as well as HelpAge staff based in Chernivtsi. Internal coordination including regular programme coordination meetings with country colleagues takes place on a weekly basis, to enhance coordination between offices and departments. In addition to open communication channels across HelpAge, there are internal Emergency Response Team (ERT) meetings held every two weeks, involving the three countries and the response team.

Position Summary 

Grants and Compliance Officer contributes to ensuring strong grant management, via ensuring timely donor reporting, donor compliance and coordinating proposal writing.

Essential Functions 

Grant Management (55%)  

• Coordinate the administration of the grant cycle from application to closing, facilitating efforts across teams to ensure that grant requirements are met. 
• Maintain the grant management database, providing advance notification to relevant departments about upcoming reporting deadlines and reporting requirements. 
• Provide support to the Senior Management Team and project managers to monitor project workplans to ensure grants or contracts are delivered on-time, and on-budget implementation. 
• Ensure quality information management related to reporting by overseeing the regular maintenance of grant files, reporting calendars and internal documentation.  

Compliance

• Understand and provide advice on donor regulations and contractual obligations. 
• Ensure that programme, procurement, finance, human resources and procurement conform to donor regulations.
• Provide support to the partners on donor compliance.  
• Identify issues of non-compliance with senior managers with recommendations on how to become compliant.

Reporting & Proposal Writing Support (35%) 

• Monitor funding opportunities and sectors trends and best practices. Coordinates the proposal writing process, develops proposal writing plans with the ‘bid lead’ and liaise with members of the proposal writing team to ensure that deliverables are provide on time.
• Monitor reporting timelines and facilitate the production and timely delivery of high-quality reports which meet requirements – including report review, editing and writing as required. 

Qualifications & Skills

• Education: Bachelor’s degree in international development, Business Administration, Political Science, or a related field.
• Experience: Prior experience in grant management, donor compliance, and proposal writing.
• Skills:
  • Strong analytical and organizational skills.
  • Excellent written and verbal communication skills.
  • Ability to manage multiple deadlines and coordinate cross-functional teams.
  • Proficiency in Microsoft Office Suite.
• Language: Fluency in English necessary[1].

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters.

     In addition, as an HelpAge employee you are expected to:

• Work collaboratively, building mutual trust and respect, with external organizations and partners to achieve our strategic aims and objectives; being accountable for the work you do together.
• Adapt to new directions or opportunities arising within the organization and in your work area; being flexible in your role, constantly using the feedback to learn more and evolve further.
• Lead behavioural and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged.
• Extend HelpAge’s reach and impact, by creating and identifying new business development opportunities and building relationships with new partners.
• Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalized by gender, economic status, disability and other factors of discrimination.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with. 

Therefore, you will also be responsible for:

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work.
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism.
• Complying with all safeguarding framework policies and practices.
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.

HelpAge International Employee Core Competencies: 

The competency framework of HelpAge International is designed to set out clearly and transparently the skills and behaviours our people need to help us deliver our vision and mission. It supports key HR systems including workforce planning, recruitment and selection, performance management, learning and development and succession planning. The competencies and their “behavioural attributes” define what each person needs to do to be successful and to contribute to the HelpAge International’s mission, vision, and 2030 strategy. As such, they can be used for all our workforce, including staff and volunteers/interns. 

1. Working Collaboratively with Others.
2. Adaptability and Flexibility. 
3. Supporting and Facilitating Change.
4. Extending HelpAge’s Reach and Impact.
5. Diversity and Inclusion. 

The framework was developed following an inclusive process of a staff survey along with input and feedback from a Competency Framework working group. The working group included staff from across different countries and global teams to ensure that the framework reflected the needs of HelpAge International across the board. 

HelpAge employees are expected to conduct themselves in a professional manner and respect local laws, HelpAge's policies, procedures, and values always and in all in-country venues. 

[1] Most donors work in English.