Grants and Capacity Building Manager – Ukraine

TGH background

Triangle of Génération Humanitaire (TGH) is an international non-governmental organization (NGO) developing and implementing emergency, post-emergency and development programs since 1994. The programs belong to the field of water supply, hygiene and sanitation, civil construction (housing), food security, rural development (livelihood), education and protection. Its dedicated teams work in 11 countries in Europe, Asia, Africa and the Middle East.

Presentation of the mission

TGH has been operating in Ukraine since June 2016. At the early stages, based in Kramatorsk, it supported the most vulnerable populations affected by the conflict in the Donbass region through protection assistance.

From February 2022 to October 2024, TGH established four operational bases in Dnipro, Vinnytsia, Cherkasy, and Lviv, delivering humanitarian aid through Protection activities (Case Management, Legal Aid and PSS), and Basic Needs (MPCA, Shelter, WASH), reaching a peak of about 17MEUR budget in two years.

Starting from October 2024 TGH has been focusing on Protection and Shelter in the Eastern region, supporting people in need in the Dnipropetrovska Oblast, Kharkivka Oblast, Donetska Oblast (GCA) and Zaporiska Oblast from its operational base in Dnipro and its coordination office in Kyiv, through direct and indirect implementation.

As a global nexus specialist, in parallel, TGH is also aiming to scale-up its recovery/ resilience program in the Central/ Western regions.

TGH is a member of the following Clusters and Working groups: Protection, Age and Disability Working Group (ADWG), Mental Health and Psychosocial Support Working Group (MHPSS WG), Food Security and Livelihoods Cluster (FSLC), Agriculture Working Group, Cash-based transfers Working Group (CBTWG) and WASH cluster.

In 2024, the most pressing needs in Ukraine include:

• Cash and financial support: To help people meet basic needs amidst economic disruption.
• Protection support: Ensuring the safety and well-being of civilians, especially vulnerable groups.
• Shelter/NFI: Providing adequate and safe housing and essential non-food items
• Winterization: Ensuring access to warmth and shelter during the winter months.
• Medicines and medical supplies: Addressing shortages and providing trauma and mental health care.
• WASH (Water, Sanitation, and Hygiene): Restoring access to clean water and sanitation to prevent disease.

Job description

Under the management of the Deputy Country Director for Program, the Grants and Capacity Building Manager is expected to carry out the following responsibilities:

Manage Grants Department

•  Ensure the elaboration of donor reports (monthly, interim and final/annual) in accordance with the reporting schedule, liaising with the HQ and field teams as needed.
• Lead the planning and elaboration of concept notes and proposals, actively seeking inputs from relevant personnel
• Ensure updated reporting and proposal development schedule for the mission to and from HQ
• Ensure good collaboration with HQ for grant development, seeking technical inputs for proposals and review of mission activities, updation of grant products such as donor mapping, donor brochures, etc.
• Collaborate with MEAL, technical departments, and field offices at mission level for ensuring proper visibility of activities under different donors, collection of data for reporting and proposal developments, updation of pre-positioned concept notes/generic information for upcoming proposals
• Lead collaboration with Dorijka CMU Grants for reporting, visibility, third party monitoring visits, and specific requests from CD/DCD-P
• Lead the kick-off and review events of projects, under the supervision of DCD-P/CD
• Ensure proper archiving of all programme documentation related to grants department functions
• Ensure compliance of reports with donors’ guidelines (structure, content, lay-out), in coordination with the HoP and DCDP; collaborate with Desk and HQ Communications for latest templates for donors (example: CDCS).
• Take part in field visits, upon HoP, DCD-P and CD request and the needs of the mission
• Collaborate with HoDs to ensure programme, logistics, partnership contracts are compliant with specific donor guidelines, with the support of CD/DCD-P
• Support the CD & DCD-P on monitoring emerging funding opportunities
• Support DCD-P on Programme activities meetings and follow-up, this position offers the potential to be involved in a wide range of activities depending upon the candidate’s interest

 Capacity Building for Partners, Field Teams  

• With broad technical and operational support from the DCD-P and relevant HoDs, work to build capacity in the mission on wide-ranging topics such as partnerships, visibility, communications for visibility, etc.
• Work with local partners (through the partnership focal points) on building specific capacity on gaps identified by the mission team (Note: this task may involve travelling to active conflict areas/frontline areas with security personnel and other SMT members within a reasonable secure geography where TGH can monitor security confidently)
• Work with field teams and other departments within the mission to build capacity on visibility, programme communications, communications for social media on activities, etc.
• Work with field teams and other HoDs to increase the quality of donor reporting in the mission
• With support from DCD-P, build capacity in the mission to ensure regular programme communications for external stakeholders, social media, HQ, etc. For a large part of this contract, this may involve the Grants Manager leading much of these communications under the supervision of the DCD-P

 Participation in internal and external coordination

•  Ensure TGH’s representation upon DCD-P or HoP request, at coordination and cluster meetings.
• In conjunction with the DCD-P, ensure effective representation and participation in external meetings, events, committees. Outside of these meetings, ensure proper management of information flows between TGH and the different stakeholders.
• Participate to the elaboration and implementation of country strategy.
• Build positive working relationships with other (I)NGOs in the Country Office to coordinate and support development of high-quality proposals using relevant TGH Grant Management tools and guidance.

Partnership

•  Participate in and help lead project kick-off meetings with partners when new sub-grants are awarded, involving TGH program staff, DCD-P, and other departments.
• Assist partner staff with understanding TGH required policies and procedures as per the project agreement and best practices (procurement, financial reporting, safeguarding, etc.).
• Assist partner and programme staff to strategize ways to ensure program delivery meets targets or adjust workplans accordingly.
• Liaise with Finance department on the monitoring of actual projected spends, expenditure per budget lines, financial records – raise up any flag when needed.
• Maintain tracking of planned, active, and closed partner projects in electronic and hard copy, ensuring all documentation in place.
• Participate in partner review and evaluation meetings.
• Participate in project and grant review meetings and actively follow up on outstanding partnership issues.
• Support programme team in identification of new partners, working in close coordination with sector and Programme Leads.
• Lead the coordination of capacity assessments for new partners.
• Maintain database of all potential or current partners, actively update with new information as necessary.

HR management (If budget allows for a Grant Officer recruitment)

• As Grants Manager, ensure proper supervision of the Reporting and Grant officer (RGO) in the mission (personal evaluation, setting objectives, regular management, individual support, etc.).
• Ensure management and coordination 1) within the Grant Department (clear role and responsibilities, etc.) and 2) with the other departments.

 Tasks and responsibilities are subjected to modifications according to the needs.

Security, working and living conditions

Despite the fluctuating security situation in Ukraine, the environment in Kyiv is relatively calm and travel on foot or by taxi is permitted in the city center and it is possible to go out in bars, restaurants. There is country wide government-imposed curfew in place from 24:00 to 05:00 according to the martial law in force in the country. TGH team works in spacious and well-equipped offices in the city center with availability of shelters. Access to good internet connection in the offices and accommodations.

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