Contract Length: 12 months with possibility of extension

Base: Thailand/Cambodia with frequent travel to Laos, Myanmar and the Philippines

Starting date: ASAP

Line Manager: Deputy Regional Director

People in Need (PIN) is a Czech-based international non-governmental organization (NGO) that has provided humanitarian and development assistance across more than 20 countries since 1992. Today, PIN stands as one of the largest organizations of its kind in Central and Eastern Europe, supporting vulnerable communities in Asia, Africa, the Middle East, and Eastern Europe. PIN empowers civil society, advocates for human rights, and promotes social inclusion both at home and abroad.

Position Summary

The Regional Grants and Reporting Advisor for Asia plays a pivotal role in supporting Asia Regional Management and individual Country Programmes (CPs) in maintaining programme quality, providing high-level support in proposal development, ensuring alignment with country and RDD strategies together with PIN fundraising priorities and d global funding trends. Advisor also support CPs in reporting on complex/consortium/strategic projects and provides regular support and guidance to any proposal development or reporting related tasks.

In addition to these core duties, the Advisor offers support to CP staff with project inception, post-implementation learning, and capacity building, enabling teams to design evidence-based, scalable, and impactful projects. By fostering this collaboration and knowledge sharing, contributes to PIN’s long-term growth and sustainability in humanitarian and development programming.

Duties & Responsibilities:

Proposal Development and Fundraising

Provides technical assistance to CP teams in Pre-Proposal Phase Support, such assessments, overviews, consultations, set-up of partnerships or consortia and proposal/log-frame design. Collaborates with country program staff so that they’re ready to develop evidence-based proposals that integrate regional and global trends.

• In coordination with Deputy/Regional Director, they provides strategic guidance on project proposal development, aligning with country strategic documents, RDD strategy or key policies, and fundraising priorities.
• In coordination with the Deputy Regional Director(s) and CPs, leads, partakes, writes or supports (depending on agreement) concept note/proposal development, ensuring quality, strategic alignment, and timely submission (eg. go/no go process, timeline, coordination within Institutional Fundraising Unit (IFU) and KLD, compliance with donor requirements, teaming agreements with partners, coordination of the process, editing, developing annexes, design of needs assessments; etc.);
• Collaborates with the CP and/or regional MEAL team(s) to enhance evidence-based programming.
• If time allows, supports CPs with preparation of other documentation and documents for donors, such as capacity statements, due diligence overviews, etc.;
• Where necessary, supports or guides individual CPs in setting up proposal development coordination, putting down communication channels and engaging relevant teams/staff.
• Is Focal Point for roll out of proposal development workflow (Jira).
• Ensures new projects are built on strong context analysis, meet community needs and priorities, and are evidence-based (collaborating with HoP and MEAL teams), ensuring its aligned with donor requirements
• Where relevant, uploads and submits internally approved proposals on donor platforms, ensuring compliance with submission requirements.
• Supports CPs to ensure comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use in ELO, Confluence and SharePoint;
• Supports CPs to conduct Go/No GO analyses, specifically in proposals approaching new donors, new topics, scale ups or new way of working. Provides recommendations, identifies risks and weak points, underlines PIN’s added value and comments on the profile of the planned partnerships/consortiums.

Project Inception Support

For programmes developed with Advisors’ strong involvement.

• Ensures full handover of project documents and supports programme teams in full understanding of the developed project background (based on data/information gathered during the project design phase), the project’s Theory of Change and expected outcomes and impact.
• Guides towards Project kick-off roll out and support to project inception phase by identifying key risks and mitigation strategies.
• In coordination with DRD and CDs/HoPs, identifies and guides strategic elements of implementation that strengthen positioning (e.g., conference participation, studies/analyses conducted as part of programme implementation, advocacy events, etc.).
• Works with finance and operations teams to ensure strong project financial planning.

Donor Reporting for Strategic Projects

• In Cooperation with DRD ensure high-quality, impact-focused donor reporting by reviewing and providing feedback to country teams.
• Ensures compliance with donor requirements and PIN’s internal quality standards in financial and narrative reporting. Ensures that all reports are in-line with the assigned donor/s requirements in structure and content, including mainstreaming issues, including protection, gender, do no harm and conflict sensitivity. Also, ensure relevant staff are provided with timely information and materials – including guidelines, templates and examples – to develop quality reporting contributions
• Supports CPs with development of project/report trackers and regular tracking of upcoming reporting deadlines. Maintains a database of project proposals under development and those submitted;
• Attends meetings and coordination platforms such as CP Programme Review or Monthly CP meetings to have regular updates on CP’s portfolio, implementation and positioning priorities and maintain regular engagement with IFU and PSI.

Capacity Development and programme learning

• Trains and mentors programme and partner staff in project design, development, and quality assurance (on the job and in cooperation with DRD and IFU).
• Supports the capacity development of key staff in fundraising: provides technical training, support and advice to the relevant staff (HoPs, PMs) on funding, prepositioning, proposal writing, compliance and working with donors).
• In cooperation with DRD enhances the reporting capacity of project teams to meet donor requirements and showcase impact.
• Facilitates the documentation of key project achievements, lessons learned, and best practices to enhance PIN’s track record.
• Provides sufficient feedback, comments and inputs to Deputy/Regional Director enabling them to regularly follow up and engage in the discussions on RDD programme quality with CPs, PSI and Regional MEAL.
• Regularly promotes knowledge sharing and best practices within and across PIN Asia country programmes to enhance programme impact and innovation.

And fulfils any other tasks as required.

Main Requirements:

• At least 3 years of experience in grants or project/program management with humanitarian and/or development projects.
• Appropriate education degree in either humanitarian aid or development is welcome.
• Familiarity and good knowledge of different institutional donors´ compliance regulations and requirements
• Proven proposal writing and reporting skills, preferably with humanitarian and development donors.
• Knowledge of project cycle management and understanding of logical frameworks and result based management approaches.
• Excellent coordination skills – ability to coordinate with other PIN departments, good communication skills and time management.
• Ability to communicate clearly and sensitively with different groups of people and respect their different cultural backgrounds.
• Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
• Analytical and problem-solving skills to identify potential challenges and propose solutions.
• Detail-oriented with a focus on accuracy and quality in grant documentation and reporting.
• Flexibility and adaptability to changing priorities and requirements in a fast-paced environment.
• Excellent written and verbal communication in English.

PIN offers:

• Working environment in a well-established humanitarian organization in a challenging context;
• Salary & Benefits: Salary based on PIN’s salary scale and HR policies; expected salary range between 2650 – 3100 EUR super gross (based on experience).

Additional allowances include:

• Monthly Subsistence Allowance of 1395 EUR;

Time off and Rest:

• 25 days of holiday annually;
• 10 sick days

Travel benefits:

• Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;
• Reimbursement for the medical check-up before and after the deployment;
• Travel health insurance covering medical care, incl. the repatriation;

Health and Well-being:

• 24/7 Medical Support available online;
• Free psychological consultations available online;

Professional Development: Free access to e-learning platforms and PIN Learning Hub; PIN’s global Induction Training, and tailored capacity-building opportunities.

How to Apply:

If you are interested in this position, send us your CV and short cover letter via our application form.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.