Programme and Grants Coordinator

Country: Ukraine Organization: Estonian Refugee Council Closing date: 10 Nov 2026 About this role Under the line management of the Country Director, the Programme and Grants Coordinator is responsible for the day-to-day coordination of assigned projects across ERC Ukraine’s programme portfolio. The position supports timely and quality implementation, effective collaboration between programme and support teams, donor and partner engagement, proposal development, grant compliance and reporting. The Coordinator identifies implementation risks, facilitates follow-up and escalates issues requiring management decisions. Main tasks Project Management and Coordination • Take ownership of the day-to-day coordination of assigned projects, tracking progress against objectives, work plans, budgets, deliverables and donor commitments. • Maintain oversight of project timelines, milestones, risks, and outstanding actions; identify delays and coordinate timely corrective measures. • Organise and follow up on project kick-off, review and coordination meetings; support consistent implementation quality and adherence to relevant standards. • Escalate significant implementation issues and decisions to the Country Director in a timely manner. Internal Coordination • Coordinate across programme teams and Finance, MEAL, Operations, Procurement, HR and Communications to ensure aligned planning, information-sharing and timely action. • Work with project and finance teams to monitor budget implementation, identify variances and coordinate adjustments as required. • Coordinate with implementing partners on project planning, delivery, reporting and follow-up of agreed commitments. Donor and Partner Relations • Support ongoing donor and partner communication, coordinating responses to requests, clarifications and agreed follow-up actions. • Coordinate donor meetings, project reviews, monitoring visits and related briefing materials in cooperation with the Country Director and relevant ERC teams. • Maintain constructive working relationships with relevant external stakeholders within delegated responsibilities. Proposal Development and Grant Management • Coordinate contributions from relevant teams to concept notes, proposals, budgets, work plans and supporting documents. • Contribute to proposal narratives and implementation approaches; support the identification and development of funding opportunities. • Maintain oversight of grant conditions, donor requirements, contractual obligations and submission deadlines. • Coordinate preparation of grant amendments, budget revisions, no-cost extensions and other donor submissions. Reporting, Monitoring and Compliance • Coordinate the preparation, quality review and timely submission of donor narrative reports. • Work with Finance and MEAL to ensure consistency between reported activities, results, indicators and financial information. • Monitor reporting deadlines, follow up on team inputs and ensure appropriate grant documentation and information management. • Support compliance with donor agreements, ERC policies and applicable standards; identify gaps and coordinate follow-up. • Coordinate project reviews, lessons learned and the use of programme evidence in future proposals. Other Responsibilities • Conduct field visits as required and subject to security conditions. • Carry out other programme-related responsibilities consistent with the position and agreed with the Country Director. Key competencies • At least a Bachelor’s degree in international development, social sciences, management, international relations, project management or another relevant field, or equivalent relevant professional experience. • At least three years of relevant experience in programme/project coordination, grants management or a related field. • Demonstrated experience with institutional humanitarian or development donors, including but not limited to ECHO, UN agencies, US State Department (USAID). • Experience working with local implementing partners, consortia and humanitarian coordination mechanisms. • Familiarity with humanitarian standards and the operational context in Ukraine. • Experience coordinating multiple projects and stakeholders, donor reporting and proposal development. • Good understanding of project cycle management, budget monitoring and donor compliance requirements. • Strong organisational, analytical, communication and problem-solving skills; ability to manage competing priorities independently and follow through on actions. • Strong computer skills, including proficiency in MS Office applications and the ability to quickly learn and effectively use internal digital systems and tools. • Fluency in English (written and spoken); working proficiency in Ukrainian. Expected results • Assigned projects are implemented in line with agreed plans, budgets and donor commitments. • Cross-team coordination and follow-up support timely resolution of operational issues. • Donor communications, reporting and grant submissions are accurate, coherent and on time. • Implementation risks are identified early and addressed through appropriate action. • Proposal development is coordinated and supported by timely, quality contributions. What we offer • Collaborative Culture: We foster a collaborative and inclusive work environment where every team member is valued. • Diverse and Inclusive Workplace: We welcome all people of different races, genders, religions, colours, national or ethnic origins, languages, marital statuses, sexual orientations, ages, socio-economic statuses, (dis)abilities, political convictions, or any other distinguishing feature in our workplace. • Good Benefits: We have a cosy office in the city centre, +4 vacation days, health insurance, and life insurance. How to apply Please apply by uploading your cover letter and up-to-date CV on our website. ERC only accepts duly completed applications submitted through the ERC HR portal. **Due to limited resources, only short-listed candidates will be contacted.**Send your CV and Cover letter in English to Programme and Grants Coordinator Please, also mention your salary expectations.Learn more about Estonian Refugee Council here: https://www.pagulasabi.ee/en/news