CSO Grants Coordinator

The IDLO Ukraine Country Office, situated within the IDLO Department of Programmes, maintains the central management and coordinating function for the delivery of the IDLO portion of the consortium programme entitled “Restoring Dignity and Justice in Ukraine: a whole-of-government approach to advancing accountability for international crimes,” with financing support from the Netherlands Ministry of Foreign Affairs. The programme is part of a larger presence by IDLO in Ukraine in support of justice sector reform and capacity strengthening for national counterparts.

Under the direct supervision of the Field Programme Manager, and in close collaboration with thematic Programme Coordinators, the incumbent ensures the oversight of sub-grants for local civil society organizations working on the issues of conflict-related sexual violence (CRSV) and crimes against children. The CSO Grants Coordinator supports the management of the IDLO Ukraine Country Office sub-grant portfolio, in line with the Organization’s policies, donor compliance standards, and programmatic monitoring frameworks. The CSO Grants Coordinator interacts with internal as well as external functions.

Duties & Responsibilities

1.Provide administrative support to sub-grant management activities and ensure process integrity:

• Ensure compliance with IDLO policies and procedures for working with implementing partners (IPs), including its Guidelines and Toolkit, workflow and business processes.
• Support the preparation of regular internal and external reports on the programme’ s sub-grant management activities.
• Liaise between the Ukraine CO, IPs and HQ’s’ relevant units, including the Programme Coordination Unit, on sub-grant management, compliance and reporting.
• Organize and maintain all communications, records and supporting documentation from country offices, IPs and donors related to sub-grant management.
• Assist in the translation of programme documents if required.

2. Support work coordination and information flow between offices and support functions:

• Support the implementation of business processes related to the management of sub-grants.
• Update records and inform the supervisor of actions to be taken with respect to the sub-grants.
• Support the development of tools for effective management, monitoring and reporting of technical and financial sub-grants, in line with IDLO and donor standards.
• Support the process of obtaining signatures and approval of documents, drafting, and distributing bills.
• Assist in the organization of events/courses/external visits/conferences, and coordinate with other interested IDLO offices/units, as required.

3. Conduct desk research on specific topics:

• Assist in the development of concept notes, briefing notes, progress summary reports and narrative reports for donors.
• Contribute to IDLO publications, communication materials, and website content.

4.Sub-grants management and compliance:

• Contribute to IPs organizational assessment process.
• Review sub-grant proposals and budgets to ensure compliance with IDLO’s policies and procedures as well as donor rules and regulations.
• Review IP’s financial reports, transactions and supporting documentation; monitor expenditures against budgets; ensure that all reports comply with IDLO’s rules and regulations.
• Ensure timely disbursements of funds.
• Coordinate and support internal / external audits including implementation of grant-related audit recommendations.
• Participate in mid-term, final, and/or ex-post evaluations of sub-grants.
• Perform other similar duties as requested by the supervisor

Education and Work Experience

• University degree in accounting, finance, or business administration
• A minimum of 3-5 years of experience in an international accounting and financial management environment, preferably in international organizations or private or public organizations with donor-funded programs.
• Experience with IPSAS will be an added advantage.

Languages

• Excellent oral and writing skills in English and Ukrainian.

Skills & Abilities

• Experience, ideally in an international intergovernmental or non-governmental organization.
• Proven knowledge of financial rules and regulations and accounting principles.
• Experience in using MS Office software packages and working knowledge and experience in using MS NAVISION ERP.
• Advanced knowledge of spreadsheets and database software packages.
• Excellent writing and verbal skills
• Strong organizational skills and ability to multi-task.
• Attention to detail and problem-solving skills.
• Proven ability to establish and strengthen working relationships in a global organization and multicultural environment.
• Works well with others and actively participates.
• Shares information, contributes, encourages, and motivates others to get involved in team activities.
• Works effectively within the organizational boundaries of the IDLO.
• Proven ability to perform tasks and achieve results. Ability to work under pressure under tight deadlines, flexibly and with an entrepreneurial spirit.
• Strong sense of ethics and integrity and commitment to IDLO's mission.
• Motivated and dynamic with a willingness and ability to take initiatives to help the organization achieve its goals.

For this locally recruited contract, IDLO shall offer the selected candidate a Special Services Contract through 31 December 2024, with the possibility of extension subject to performance and availability of funding. 

IDLO shall also offer a monthly stipend of USD 2,844.00, medical insurance, and leave entitlements.

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications from qualified and diverse candidates.

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Recruitment is subject to funding availability.