Programme Subgrant Manager, Ukraine

Contract type: Fixed Term Contract for up to 2 years

Applications will be reviewed on a rolling basis. The Program Subgrant Manager post is expected to commence as soon as possible.

ABOUT IWPR

Founded in 1991 and operating currently in three dozen countries around the world, the Institute for War and Peace Reporting (IWPR) is an independent non-profit organisation that supports journalists and civil society to help drive change in countries experiencing conflict, crisis, and transition. Our work includes:

• Training and mentoring: IWPR trains and mentors journalists and rights activists to improve their ability to identify and present factual information.
• Providing platforms: IWPR helps local talent establish and strengthen media outlets and civic groups.
• Removing barriers: IWPR works with partners to remove barriers to free expression and citizen engagement
• Strengthening media and civil society: IWPR helps strengthen the ability of media and civil society to speak out.
• Empowering societies: IWPR helps societies find their own solutions.

IWPR’s reporting has exposed violations, led to political and legal reform, and improved people’s lives.

PROJECT SUMMARY:

IWPR has been active in Ukraine since the 2014 Ukrainian revolution, initially responding to the need for more balanced conflict reporting and journalists' safety and security skills.  Programming later focused on support to a range of anti-corruption and government accountability initiatives fostering capacity building and collaboration between civil society and the media.

Since the full-scale Russian invasion of Ukraine in February 2022, IWPR has expanded its existing programming, to include support to media and civil society organisations in areas of countering disinformation, documenting war crimes, frontline reporting, as well as media emergency support and capacity building of investigative journalism centres.

In October 2024, IWPR started the new two-year “Boosting the Capacity of Civil Society Watchdogs” project funded by the US Department of State. The project aims at increasing the capacity of anti-corruption civil society organizations and media in Ukraine to effectively monitor and expose corruption at the local, regional, and national level.

As a result of the project, government entities will have increased capacity to enforce anti-corruption legislation and respond to the Ukrainian public’s desire for increased transparency. To achieve this IWPR has the following objectives: 1) Improved transparency and accountability and implementation of anti-corruption reforms in public institutions as result of increased public pressure; 2) Government entities more responsive to public pressure and enforce anticorruption legislation; and 3) Enhanced multi-stakeholder cooperation to address anti-corruption issues.

JOB SUMMARY:

IWPR is seeking a Ukrainian based professional to fill the position of a Program Subgrant Manager  for the USG-funded “Boosting the Capacity of Civil Society Watchdogs” project. The Program Subgrant Manager will technically oversee grant programmatic management of the designated subawards; they will justify and prepare local grant agreements, due diligence and vetting procedures, monitor grantees’ narrative and financial reports, collect monitoring data and interact with Program MEL Officer, coordinate engagement of subgrantees into capacity building events and mentoring, coordinate grants instalments with finance, and report to the Ukraine Chief of Party and IWPR Headquarters, at a level of effort of 100%.

IWPR anticipates funding of four large national subawards and over 30 small subgrants across Ukraine. A part of small subgrants will cover capacity building needs and be accompanied by mentoring and training interventions.

Two Program Subgrant Managers will serve as the primary points of contact for subgrant partners from solicitation to close of award. They will track subgrantee progress for contribution to larger reports and assist subgrantees in articulating specific impacts of their programming.

The subgrant managers will closely interact with the Monitoring & Evaluation Officer and Program Coordinator. Candidates should have demonstrated subgrant management experience, and deep knowledge of civil society organizations and media in Ukraine. Previous experience in USG-funded development projects is preferred.

DAY TO DAY RESPONSIBILITIES:

• Contribute to design and adaptation of the project sub-granting and capacity building activities, advising respective supervisor on potential adjustments of actions and procedures in light of changing requirements, issues, risks and needs;
• Map potential project counterparts in Ukraine and develop effective working relationships with project partners and stakeholders. Provide interaction and coordination with the projects current and potential subgrantees and partners;
• Carrying out training and capacity building needs analysis for targeted organisations and individuals;
• Ensure the delivery of project outputs and compliance with approved annual activity plans;
• Develop or adapt subgrant agreements and annexes, program and finance reporting templates, indicator tables and other forms for subgrants;
• Provide full-cycle oversight of programmatic and financial management of grants from solicitation to close out;
• Manage the subgrant selection process, including determining call priorities and selection criteria in coordination with the program team, managing jury members, guiding the review process of applications for funding under solicitation rounds, and execute pre-award procedures with the selected subgrantees;
• Administer subawards, monitor program deliverables and outputs, maintain a grant tracking system to ensure compliance and correct execution of all grant agreements;
• Maintain updated subgrant files and a centralised portfolio of all active and closed grants;
• Review reports by grantees against the local legislation, IWPR and donor requirements, consult them on correct budgeting, accounting, reporting and the required supporting documentation, approve financial reports towards budgets and reported activities upon verification by finance officers, and coordinate subgrants’ instalments;
• Perform training webinars, consultations, site visits and audits as needed to assist subgrant partners in financial management and reporting, ensuring compliance with relevant USG and IWPR policies;
• Monitor grantees’ programmatic performance in accordance with MEL systems, objectives and indicators already set up. Gather information and preparing reports for program MEL procedures;
• Draft, edit and contribute to programmatic reporting, analytical reports on the activity impact and progress;
• Provide high quality drafting, editing and/or translation of correspondence, reports, and communication materials, including fact sheets, press releases, success stories, brochures contributing to the project outreach and communication activities. Compile materials for social media and IWPR’s global website when required;
• Represent IWPR at meetings, workshops, and other events. Coordinate activities with other implementers, stakeholders, and institutions.

REQUIRED EXPERIENCE

• A University degree in relevant field. A Master's degree is preferred;
• At least 3 years of management experience in international donor funded projects including administration of subgrants delivery and donor reporting preferably in areas of civil society and media development;
• Previous experience with the US Government funded projects, sub-granting and reporting requirements is strongly preferred;
• Strong understanding and knowledge of international donors’ rules and requirements as well as third-party funding regulations and systems. Working knowledge of grant administration and donor reporting is required;
• Extensive understanding of US Government regulations and procedures on grants management and subcontracting is preferred;
• Ability to analyse subgrant budgets and review financial reports towards them;
• Experience in Monitoring, Evaluation and Learning activities in international projects or Ukrainian NGOs is an asset;
• Experience in development and capacity building programs, anticorruption or government accountability projects, media and/or civil society sectors is preferred.

SKILLS AND ABILITIES

• Fluency in English and Ukrainian, written and spoken;
• Excellent analytical skills, thoroughness, accuracy with numbers;
• Exceptional report writing and editing skills;
• Excellent presentation skills and strong ability to communicate clearly and concisely;
• Advanced computer literacy in Word, Excel, PowerPoint, Outlook and experience in handling web-based management and communication systems;
• Proactive and reliable problem solver with a high level of attention to detail;
• Excellent data management/filing organization skills;
• Excellent interpersonal and communication skills to facilitate effective discussions and maintain productive relationships with a broad and diverse group of colleagues, donors and partners.
• Ability to manage multiple tasks, shifting priorities, and deadline pressures;
• Ability to work both independently, with limited supervision, and as an effective team member;
• Integrity and high degree of responsibility in handling donor funding;
• Willingness and ability to travel across Ukraine (up to 10% of the time, security permitting).