Sub-granting Officer Kyiv

Polish Humanitarian Action (PAH) is currently looking for Sub-granting Officer to support implementation of the projects.

General information:

• Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with representation office in Ukraine
• Position: Sub-granting Officer
• Location: Kyiv with regular field visits
• Job terms: full-time
• Type of job: employment contract
• Starting date: ASAP
• Duration: 12 months (3 month of approbation period) with possibility for extension

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization which since 1992 has been providing humanitarian and development help worldwide. So far, the interventions have been carried out in 46 different countries. By possessing long-standing expertise in the implementation of projects in Water, Sanitation and Hygiene, Food Security and Livelihoods, as well as Nutrition and Education, PAH concentrates its global activities on ensuring sustainable and stable development of regions suffering from the consequences of armed conflicts, natural disasters and other humanitarian crises.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly and single mothers, working in the sectors of food security protection and livelihoods. PAH Ukraine is currently expanding programming from humanitarian to both early recovery and development-oriented interventions that provide sustainable livelihoods opportunities to the affected population.

For more information, please refer to www.pah.org.pl.

Key Duties and Responsibilities:

Sub-granting Administration:

• Support the management of the full sub-granting cycle, including Expressions of Interest, partner documentation, contracting, amendments and close-out processes.
• Prepare, review, and maintain sub-grant documentation in line with donor requirements and PAH internal procedures.
• Ensure accurate filing and archiving of partner agreements, compliance documents and correspondence.

Partner Compliance:

• Support partner compliance checks, due diligence processes and risk assessments in coordination with the Sub-granting Manager.
• Monitor partner adherence to contractual obligations, reporting schedules and compliance requirements throughout implementation.
• Flag compliance gaps, delays or risks and support follow-up actions and corrective measures.

Capacity strengthening of partners:

• Provide day-to-day guidance to partners on sub-granting procedures, reporting requirements and documentation standards.
• Support partners in addressing compliance-related questions, including procurement, financial documentation and record-keeping.
• Contribute to partner capacity strengthening efforts by sharing tools, guidance and good practices in coordination with relevant teams.

Coordination:

• Coordinate closely with the Project Manager to ensure partner implementation timelines and deliverables are reflected in project planning.
• Work with Partnership, Grants & Reporting and Finance teams to support timely and accurate partner reporting and payments.
• Liaise with technical teams to ensure partner activities and documentation align with approved project plans and donor requirements.

Reporting & Quality Assurance:

• Contribute to internal updates and donor reporting by providing inputs related to partner sub-granting status and compliance.
• Support preparation for audits, spot checks and donor reviews related to sub-grants.
• Ensure consistent application of sub-granting SOPs and quality standards across all partners.

Other tasks:

• Participating in project proposal development process incl. budget development.
• Other duties related to programs as assigned by the supervisor.

Sub-granting Officer will be selected based on the qualification requirements described below:

• Higher professional education in the relevant field of study (master's degree, specialist).
• Minimum 2 years of experience in sub-granting, grants administration, compliance or partnership support within humanitarian or development programmes.
• Experience working with local NGO partners under donor-funded projects, preferably funded by U.S. Department of State (previously — USAID).
• Good understanding of donor compliance requirements and partner reporting processes.
• Strong organisational skills and ability to manage multiple partners and deadlines simultaneously.
• Strong attention to detail and ability to manage documentation accurately.
• Effective communication and coordination skills, including the ability to support partners in a clear and constructive manner.
• Commitment to localisation and an enabling approach to partner engagement, balancing compliance with practical support.
• Excellent verbal and written communication skills in English (is a must) and Ukrainian.

What PAH offers:

• Work experience with the professional and flexible international NGO, which is one of the largest NGOs in the Central-Eastern Europe;
• Work in a dynamic and motivated team;
• Possibility to contribute to the development of protection programming of PAH;
• Competitive salary.

How to apply

How to apply:

If you are interested in this position, please submit your application in English via the link below:

https://system.erecruiter.pl/FormTemplates/RecruitmentForm.aspx?WebID=7b75293cfc92482bb8c1078eacdbe202

Please include the following documents and information:

• CV (maximum 2 pages), including your education and relevant professional experience
• Short cover letter
• Salary expectations
• Your availability to start working with PAH
• Three professional references

Closing date for applications is 7th of March 2026.

Only short-listed candidates will be contacted and invited for interviews.

Please note: due to the urgency to fill the post, recruitment will be done on the rolling basis, and PAH reserves the right to recruit before the deadline.