Job Opening: Grant and Project Manager
The Institute for Documentation and Exchange (INDEX) is a cultural and research institution created in Lviv to empower the Ukrainian intellectual vanguard and advance knowledge about Ukraine worldwide. INDEX documents Ukrainian experiences of Russia’s war and facilitates international exchange through fellowships and residencies for Ukrainian researchers and cultural practitioners and their peers from abroad.
Contributing to the production of situated knowledge about Ukraine in global contexts, INDEX pursues justice, not confined to the sort of justice that the legal system can provide, but also encompassing historical and epistemic justice as stories are told and passed on.
We are looking for a Grant and Project Manager to help INDEX grow: secure funding, manage reporting and coordinate diverse institutional activities.
Key responsibilities
1. Grant management:
Ensure compliance with donor agreements and institutional obligations.
Monitor implementation of activities according to project plans.
Work with the team to collect project outcomes, indicators and data.
2. Financial and narrative reporting:
Prepare regular financial and narrative (programme) reports.
Collect supporting documentation: invoices, acts, photos, correspondence, charts, etc.
Submit reports to donors in a timely manner by the deadlines.
3. Research and monitoring of funding opportunities:
Analyse international, governmental and private grant programmes.
Assess alignment between funding opportunities and INDEX’s strategic priorities.
Maintain and expand the database of potential donors and partners.
4. Preparation and submission of grant proposals:
Gather and structure information for applications: context, goals, expected results.
Draft project proposals.
Collaborate with the finance manager to prepare budgets.
Coordinate joint submissions with partner organisations when needed.
5. Donor communication:
Maintain correspondence with donors; participate in meetings and presentations.
Negotiate project or budget changes as required.
Discuss and clarify reports and project outcomes with donor representatives.
6. Logistical and operational support:
Support the organisation of INDEX events — conferences, public programmes, off-site sessions — including venue booking, technical arrangements, and participant coordination.
Coordinate procurement and administrative processes for projects and team operations.
Assist with internal coordination: scheduling, task tracking, documentation workflows.
Candidate requirements
At least 2 years of experience working with grant programs.
Solid understanding of the full project cycle from proposal development to final reporting.
Proficiency in Ukrainian and English (written and spoken).
Strong attention to detail; ability to manage multiple priorities and meet deadlines.
Capacity to work both independently and collaboratively; responsibility and initiative.
Experience in project management or team coordination is an advantage.
We offer
Work in a dynamic Ukrainian institution engaged in international academic and cultural projects.
Involvement in the transnational INDEX community working toward justice for Ukraine.
Flexible work format (office / hybrid / remote, part-time schedule possible).
Competitive salary (to be discussed during the interview).
A friendly, motivated team and the opportunity to contribute to transformative work in documentation and cultural exchange.
A cozy, well-equipped office in the center of Lviv, equipped for power outages.
To apply for the position, please fill out the form: https://forms.gle/qfEEtVyVAZd6CbQK9
Applications will be reviewed on a rolling basis, and early applications are encouraged. Should you have any questions or need further information, please contact us at: info@index-ukraine.org.