Reporting Officer, Ukraine, 100%

HEKS/EPER pursues the vision of a just world where the dignity of everyone is respected, peace reigns and the natural environment is conserved. In the framework of the 2030 Agenda, we work in the four thematic priority areas of "Climate justice", "Right to land and food", "Flight and migration", and "Inclusion". HEKS/EPER also provides humanitarian aid for people affected by natural disasters and armed conflicts. The goal is to induce change at the social, economic and political levels. HEKS/EPER helps improve the living conditions of people in Switzerland and around the world, claims their rights, and to this end, mobilizes and raises awareness on the part of society, policy-makers, business and churches.

HEKS/EPER has launched an “Integrated emergency assistance for conflict-affected people living in the hard-to reach-areas in Ukraine”. The Project, focusing on the most vulnerable conflict-affected people living on the hardtoreach or rural areas in Ukraine. HEKS/EPER considers multisectoral response as the most effcient way to address the needs of the conflict-affected population.
Therefore, the proposed intervention aims to ensure that conflict-affected people living in hard-to-reach areas of South and East Ukraine are able to meet their WASH needs through integrated lifesaving assistance. The WASH component will target rehabilitation of critical communal water/wastewater infrastructures, that are not functioning or that have been damaged due to conflict activities coupled with hygiene promotion activities. The project aims at identify and assess the needs expressed by local authorities and consider intervention in hard-to-reach areas, focusing on small-scale rehabilitation of water supply system, though sanitation infrastructures can also be targeted according to the criticality of the needs.
We are therefore looking for two proactive and experienced employees (one for the East and one for the South) to start as soon as possible or by arrangement as Reporting Officer, Ukraine, 100%

Your main responsibilities:

• Assist the Senior Grants Manager/Program Coordinator in the implementation of programs:
• Contribute to the effective monitoring of programs (attainment of objectives, monitoring of indicators, in compliance with the schedule of activities, budget monitoring, contractual report...)
• Alert the superiors in cases where discrepancies in the execution of programs would be identified and proposes adjustments (at the level of activities, intervention area, budget, implementation schedule...)
• Contribute to humanitarian needs assessments
• Contribute to project proposal drafting
• Support in administering the full cycle of grants management activities beginning from pre-award assessments, monitoring/compliance visits and close-out procedures.
• Support the mission to develop grants‘ award and award modification documents; develop negotiated memorandum of grant awards.
• Provide day to day administration of sub-grants and subcontracts, including tracking budgets, payments, compliance, modifications and reporting, and alert the finance Manager regarding any performance or financial reporting issues.
• Support organizational capacity assessments for sub-grantees and other partners and build capacity of sub-grantees in various areas including financial management.
• charge and coordinates external and internal reporting on the delegation
• Take minutes in meetings
• Consolidate situation reports from bases
• Consolidate data from the field to present results
• Prepare retro plannings and pilots the redaction of donor reports
• Assist the Senior Grants Manager/Program Coordinator in designing training on monitoring tools

Ensure HEKS representation

• At request, represent the organization locally to donors, NGOs, International Organizations and local authorities, and reports interview findings to the HoM or the PC.
• Oversee partners’ programmatic and financial reporting, ensuring that quality reports are submitted to Pact in a timely manner
• Monitor and evaluate the quality of sub-grantees’ reporting and provide training on reporting procedures and mechanisms, to ensure improvement and impact
• Conduct supportive site visits to ensure sub-recipients’ compliance with the terms, conditions, and specifications of the sub award; monitor and manage issues of non-compliance.
• Assist in the awarding and administering of sub-contract(s) and consultant agreements necessary to support the associate award program objectives.

Assist head of Delegation in liaisons with headquarters

• Prepares SitRep and external reports and submits them for confirmation to the Country Representative or the Senior Grants Manager/Program Coordinator by complying with internal confirmation deadlines and external contract’s expiration dates (project reports)
• Ensures that pre-award surveys are conducted and that monitoring and financial support are provided for sub-grantees
• Support the monitoring of the programmatic progress and capacity of sub-grants and subcontracts against the sub-grant agreements and work-plans
• Respond to issues that arise during sub-grants, contract and associate award implementation
• Support the general administration of sub grants and subcontracts, which includes but is not limited to: financial reporting, issuing award modifications, oversight of compliance with terms and conditions and resolution of disputes, and resolving audit findings

To be successful you bring:

• Professional diploma or university degree in Business Administration,or related topics
• Previous experience with an NGO is mandatory
• At least 3 years of experience in a similar position
• Advanced IT knowledge (hardware and software, Microsoft Office, Internet)
• Knowledge of SAGA
• Fluent in English (written and spoken), Russian will be an asset

Competencies:

• Excellent editorial quality
• Excellent knowledge of english (written & spoken)
• Knowledge of project management
• Excellent reporting skills

As well as the following specific « professional » competencies:

• Ability to be assertive, when necessary
• Ability to analyze (judgment, practicality) and to synthesize
• Ability to adapt
• Organization, discipline, and compliance with deadlines
• Outstanding ability to listen and negotiate
• Good interpersonal and communication skills
• Calm and composed
• Ability to work under stress in general, and in emergency situations in particular

What you can expect from us:

• An international position with a duty station in the Ukraine and with regular field visits
• An opportunity to make a difference in this world
• An interesting and challenging position with scope for design
• Duration 6 months (possible extension)
• Competitive salary, min. CHF 4500.- *13 (pro rata temporis), depending on experience and education
• Accommodation provided by HEKS/EPER
• R&R after 3 months
• Insurance package

Would you like to join the HEKS/EPER team? We are looking forward to your complete application in English (CV, Cover letter and certificates) exclusively via our online portal.

Interviews will be held on a rolling basis.