Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.
DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and implements emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.
DRC is currently looking for a highly-qualified Grants Management Specialist to join our team in Kyiv.
About the role:
As the Grants Management Specialist, you will support in the overall functioning of the DRC grants department in Ukraine. You will work with the grants team to ensure that donor requirements for all ongoing projects and proposed projects are communicated with relevant departments and teams, support the grants management manager in identifying and preparing new funding opportunities, generate high quality reports and materials for donors on ongoing projects, and work with the Grants Management Manager and Deputy Head of Programme to prepare presentations, updates, etc. as needed. The specialist may be requested to support on project cycle processes such as kick-off and close-out meetings, early spending requests, etc., as well as other ad hoc tasks as needed.
Your main duties and responsibilities will be:
Reporting
- Analyze donor guidelines and grant agreements to understand reporting formats, deadlines, and content requirements (financial, narrative, and technical reports).
- Collaborate with program, finance, and MEAL teams to gather accurate and timely data.
- Prepare draft narrative reports summarizing project progress, achievements, challenges, and lessons learned.
- Verify that all information complies with donor regulations, including financial rules, branding, and visibility requirements.
- Cross-check reports for accuracy, completeness, and consistency before submission.
- Manage submission timelines and ensure reports are submitted to donors by the required deadlines.
- Maintain a calendar of reporting deadlines and reminders.
- Respond to donor queries or requests for additional information related to reports.
- Archive all submitted reports and related correspondence for audit and reference purposes.
- Maintain an organized system for report versions and supporting documentation.
Proposal Developing
- In coordination with the grants management manager, the GMS will support in drafting annexes, and coordinating inputs from support and program teams, etc.
- Support the grants manager in identifying new opportunities, scheduling grant meetings, and providing guidance on proposal timelines and processes
- Support in the development of communications materials to be shared with donors and other relevant stakeholders
- Support the Deputy Head of Programmes and grants manager in preparing donor briefs and project updates to share with relevant stakeholders
Support to Project cycle management
- Support in preparing kick-off and close-out meetings in coordination with the grants management manager.
- Ensure that project implementation plans have the relevant grants related information, are updated regularly, and have key donor compliance information.
- Support the grants manager in updating DRC’s ERP system with all relevant grants related information is regularly uploaded.
Capacity building
- Conduct training sessions to partners and internal stakeholders on donor-specific reporting guidelines, formats, and timelines, ensuring everyone understands what data and documentation are needed for successful grant reporting.
- In coordination with the Grants Management Manager, ensure that all departments are aware of key donor specific compliance information and how it should be applied to ongoing projects. Other ad hoc tasks as required
About you
To be successful in this role we expect you to have at least 3 years experience managing donor compliance and reporting, particularly with institutional donors in humanitarian contexts. Moreover, we also expect the following:
Required
- Masters degree in international relations, communications, Development or related fields 3 years of grants related experience with donors such as BHA, ECHO, DMFA, SIDA, etc.
- Experience in both humanitarian and development contexts
- Demonstrated experiencing managing competing priorities with tight deadlines
- Proficiency in English (written and spoken)
Desirable
- Experience working in the Ukraine context
- Ukrainian (written and spoken)
In this position, you are expected to demonstrate DRC’ five core competencies:
- Striving for excellence: You focus on reaching results while ensuring an efficient process.
- Collaborating: You involve relevant parties and encourage feedback.
- Taking the lead: You take ownership and initiative while aiming for innovation.
- Communicating: You listen and speak effectively and honestly.
- Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.
We offer
- Contract length: 6 months, with the possibility of extension depending on performance and funding after successful completion of 3-month probation period
- Band: G - non-management
- Designation of Duty Station: Kyiv, Ukraine (non-family duty station)
- Start date: As soon as possible
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for employees on expatriate contracts; please refer to our website for more details.
Application process
All applicants must upload a cover letter and an updated CV (no longer than four pages) in English.
Applications sent by email will not be considered.
Closing date for applications: 14th July 2025
We encourage candidates to apply as soon as possible, interviews might be conducted on a rolling basis. DRC reserves the right to select candidate before the vacancy close date once a suitable candidate has been identified.
Working at DRC
Help applying
DRC as an employer
Founded in 1956, DRC Danish Refugee Council is Denmark’s largest, and a leading international NGO. We have continuously been ranked as one of the best NGOs in the world - and are one of the few with a specific expertise in forced displacement. In over 30 countries, we protect, advocate and build sustainable futures for refugees and other displacement-affected people and communities.
By working in DRC, you will be joining a global workforce of over 6,000 employees. We pride ourselves on our:
- Professionalism, impact & expertise
- Humanitarian approach & the work we do
- Purpose, meaningfulness & own contribution
- Culture, values & strong leadership
- Fair compensation & continuous development
DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.
Danish Refugee Council is an equal opportunity employer and we consider all applicants based on individual merit and qualifications, regardless of personal characteristics or attributes. We are committed to increasing the diversity of our workforce, aiming for a 50% balance of men and women in management roles and ensuring that at least 50% of management roles are filled by national staff. We recognize that a diverse and inclusive team is crucial for achieving our organizational goals and making a positive impact on the communities we serve.