Grants Management Specialist

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 employing over 800 staff in Ukraine and implementing 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 Position

As the Grants Management Specialist (GMS), 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 Manager and Head of Program to prepare presentations, updates, etc. as needed. You may be requested to support project cycle processes such as kick-off and close-out meetings, early spending requests, etc.

Responsibilities

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 Programs 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.
• In coordination with the grants manager, ensure that all departments are aware of key donor-specific compliance information and how it should be applied to ongoing projects.

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.

Requirements

Required

• Minimum 3 years of relevant experience in grants management with donors such as ECHO, DMFA, OCHA, SIDA, amongst others.
• Master’s degree in administration, international relations, or another relevant field.
• Experience in both humanitarian and development contexts.
• Proficiency in English [written and spoken].

Desirable

• Experience working in the Ukraine humanitarian context.
• Previous experience in INGOS.

We Offer

• Contract length: 12 months renewable depending on performance and funding after successful completion of 3 months probation period.
• Band: G - non-management.
• Designation of Duty Station: Kyiv.
• Start date: November, 2026.
• Salary: Starting from EUR 2574 gross per month (depending on experience and qualifications).

About the Company

Founded in 1956, Danish Refugee Council (DRC) 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 to 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.

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: 18th October 2026.

We encourage candidates to apply as soon as possible, interviews might be conducted on a rolling basis. DRC reserves the right to select a candidate before the vacancy close date once a suitable candidate has been identified.

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