Grant/ Reporting Officer – MdM


22 Aug 2018

Based in Kyiv with possible visits to the field



I. Context of the mission

Medicos del Mundo (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including Spain. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

MdM is currently implementing programs in conflict affected regions of Ukraine since September 2015. MdM intervenes to improve access and quality of health care services for vulnerable conflict affected populations in Luhansk Oblast, namely internally displaced persons (IDPs) and host communities in government-controlled areas (GCA) and civilians remaining resident in non-government-controlled areas (NGCA).

A field team has been in place since June 2015 and is now implementing activities in government-controlled areas of Luhansk Oblast in order to:

* Restore access to primary healthcare services for displaced and host populations.

* Improve specialized care for survivors of gender-based violence for displaced and host populations

* Improving access to mental health and psychosocial support for displaced and host populations


II. Main objectives of the position

Under the supervision of the General Coordinator, the Grant / Reporting officer (GRO) is in charge of proposals writing and reporting needs of the mission, and for creation of a mission tool useful for the reporting purposes. The GRO will also be in charge of coordinating with other members of the mission preparation for new proposals and reporting.



* The GRO will participate to mission documents production, especially proposal / concept notes / reports writing for institutional donors

* The GRO will ensure all necessary reporting: prepare and compile the SitRep as well as different reports (interim and/or final reports) on the missions and send them to the General Coordinator

* The GRO will research and collect any useful information and data relating to the context that are relevant for the strategic development and positioning of MdM, especially focusing on GCA

* The GRO will establish a retro-planning and will coordinate with the coordination team and a monitoring officer preparation of all proposals and reporting of the mission



* The GRO will support the General coordinator in systematizing tools and procedures related to the reporting, including creation of a mission database of texts and reporting retro-planning

* The GRO will ensure the understanding and appropriation of these tools by each component of the mission (administration, finance, logistic, programs)

* The GRO will facilitate a proper and smooth communication and workflow between these different services



* The GRO will support the General Coordinator and the Administrative and Finance Coordinator in preparing training plans for the national staff, as well as in preparation of trainings on basic humanitarian principles and project cycle management tools

Maintaining full confidentiality for all work-related information

This list of activities is not exhaustive and may change depending on the situation.


III. Hierarchical & Functional links

Hierarchical link: General Coordinator

Functional link: All Coordination Team in Ukraine

Based in Kyiv with possible visits to the field


* Coordination team:

1 General Coordinator

1 Medical Coordinator

1 Administrative Coordinator

1 Logistic Coordinator

1 Mental Health Coordinator

1 Field Coordinator

1 Advocacy Coordinator


IV. Background of the candidate

Sex Indifferent

Humanitarian experience 1 year

Nationality Indifferent, work permit in Ukraine required

Language English Fluent

IT Good knowledge of Pack Office (word, excel)

Ukrainian An Asset

Driving license Yes

Russian An Asset


Skills required:

* Degree in political sciences, international relations or related field

* Ability to work in volatile security context

* Ability to work in emergency

* Very good knowledge of the Project Cycle Management tools

* Ability to work quickly, under pressure, and with short deadlines

* Necessity to manage priorities and to adapt them daily according to the context,

* Flexibility to adapt to changing requirements

* Cultural sensitivity and ability to work in a multi-cultural environment


Personal skills required:

* Ability to listen and share decisions

* Sense of humor

* Good writing and communication skills

* Ability to communicate effectively with informants and contacts from widely-varied organizations and agencies

* Team player


This job description can be modified according to changes in MDM activities or in the context. It can be amended at any time after mutual consultation, in order to fit the requirements of the programs.

Médicos del Mundo is a Spanish humanitarian organization, involved in emergency, post-emergency and development programs in Luhansk Region, Ukraine.

The objectives of the programs are to limit the medical impact of the restrictions in accessing medical care on the displaced Ukrainian population, to improve health welfare of the IDPs and to bear witness to the violations of the right to health.

The employee shall respect Médicos del Mundo’s schedule and Terms and Conditions of Engagement for National Staff and is expected to be available anytime in order to answer to an emergency situation and be flexible and available beyond normal working hours if requested.

This job description can be modified according to changes in MDM activities or in the context. It can be amended at any time after mutual consultation, in order to fit the requirements of the programs.

Send CV and motivation letter in English to the address below: with the reference: GRANT/ REPORTING OFFICER