Senior Compliance Coordinator (Compliance & Data Protection)

Job Title  Senior Coordinator, Compliance (Compliance & Data Protection)

Reports to  Compliance Manager

Duty Station  Kyiv

Contract Type  Project-funded, fixed term

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization providing humanitarian and development aid worldwide since 1992. So far, the interventions have been carried out in 46 different countries. By possessing long-standing expertise in the implementation of projects in WASH, FSL, Protection, as well as Nutrition and Education, PAH concentrates its global activities on ensuring sustainable development of regions suffering from consequences of armed conflicts, natural disasters, climate change and others 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, children and other vulnerable population groups. PAH is currently working in the sectors of FSL, protection, WASH and Shelter. For more information, please refer to: Homepage - Polska Akcja Humanitarna

Role Purpose

The Senior Coordinator supports the Compliance Manager in the design, implementation, and coordination of the project's compliance, internal control, and data protection systems. The role coordinates day-to-day compliance across operations, finance, procurement, and partner activities, and serves as the focal point for personal data protection and GDPR compliance.

The position promotes a culture of integrity, accountability, and internal ownership of compliance and data protection, ensuring that donor requirements, PAH policies, and applicable national and EU data protection standards are consistently met.

Key Responsibilities

1. Compliance Coordination and Internal Controls

• Coordinate the day-to-day implementation of the project compliance framework under the direction of the Compliance Manager.
• Maintain and update risk registers, internal control documentation, and mitigation trackers.
• Conduct and coordinate routine compliance checks across procurement, finance, HR, and logistics.
• Track compliance issues and corrective actions to completion, escalating high-risk matters to the Compliance Manager.
• Apply a risk-based and proportionate approach adapted to frontline operational constraints.

2. Donor and Contractual Compliance

• Support the interpretation of donor rules and translate them into practical procedures and guidance.
• Review sub-awards and partnership documentation from a compliance and internal-control perspective, in coordination with the Compliance Manager and Legal.
• Support preparation for donor audits, spot checks, and verifications, including evidence collection.

3. Data Protection and GDPR

• Act as the operational focal point for personal data protection across the project.
• Maintain the records of processing activities (RoPA) and data inventories for PAH and, where relevant, implementing partners.
• Develop, maintain, and roll out data protection policies, consent procedures, retention schedules, and data-sharing protocols aligned with GDPR and applicable national law.
• Coordinate Data Protection Impact Assessments (DPIAs) for new tools, systems, and data-processing activities, including beneficiary and case-management data.
• Support the safe handling, storage, and transfer of sensitive personal data, in close coordination with the PSEA/safeguarding focal point on survivor and complainant data.
• Track and support the response to personal data incidents and breaches, escalating to the Compliance Manager and following breach-notification requirements.
• Deliver staff and partner awareness sessions on data protection and confidentiality.

4. Partner Compliance Support

• Support partner due diligence, compliance assessments, and monitoring visits.
• Review partner reports and supporting documentation for compliance and data protection standards.
• Provide hands-on guidance to strengthen partner in-house compliance and data protection capacity, proportionate to partner size and risk.

5. Documentation, Reporting and Training

• Maintain compliance trackers, data protection registers, and risk logs.
• Prepare periodic compliance and data protection summaries for the Compliance Manager.
• Support the development and delivery of trainings on compliance, internal controls, and data protection.
• Promote a culture of shared responsibility for compliance and data protection across departments.

Qualifications and Experience

• Education: Bachelor's degree in law, economics, finance, administration, information governance, or a related field.
• Professional Experience: Minimum 1–2 years (Preferred 4–6 years) experience in compliance, audit, internal control, or data protection roles. Familiarity with GDPR and donor compliance requirements is required; demonstrated expertise in complex compliance frameworks is a strong asset.
• Technical Knowledge: Practical knowledge of personal data protection principles (GDPR), donor compliance frameworks, and risk management principles. Demonstrated expertise in conducting compliance audits, partner due diligence, and monitoring visits. Experience in applying a risk-based approach, maintaining records of processing activities (RoPA), conducting Data Protection Impact Assessments (DPIAs), and implementing internal control systems and risk mitigation trackers.
• Donor & Context: Experience with donor-funded projects; humanitarian or conflict-affected context experience is an asset.
• Skills: Strong attention to detail, analytical mindset, and solid documentation skills.
• Languages: English – Intermediate level (minimum), Upper-Intermediate level (Preferred).
• Facilitation: Demonstrated ability to deliver training on compliance and data protection topics or a strong willingness to develop these competencies.

Core Competencies

• High ethical standards, confidentiality, and integrity
• Sound knowledge of data protection and confidentiality standards
• Strong attention to detail and analytical mindset
• Strong organizational and documentation skills
• Clear communication with non-specialist staff and partners
  
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What PAH offers:

• Opportunity to gain experience in a professional and flexible international NGO, one of the largest organizations in Central and Eastern Europe.
• Work in a dynamic and motivated team.
• Voluntary medical insurance fully covered by the organization.
• Free English language courses and other opportunities for professional growth.
• Full social benefits package in accordance with Ukrainian legislation.
• Flexible work arrangements.
• Access to confidential psychological support sessions when needed.
• Additional days off in observance of public and religious holidays in Ukraine.

 Equal Opportunities and Non-Discrimination

Our organization adheres to the principles of equality, respect for human dignity, and non-discrimination in accordance with the legislation of Ukraine.

We do not tolerate discrimination based on age, sex, gender identity, marital status, pregnancy, parental status, disability, health condition, race, skin color, ethnic or national origin, citizenship, language, religion or other beliefs, sexual orientation, or any other characteristic.

All candidates are assessed solely on the basis of their professional competencies and alignment with the position requirements.

 Employment of Persons with Disabilities

The organization is open to employing persons with disabilities and ensures equal opportunities to participate in the recruitment process.

If needed, we are ready to:

• provide reasonable workplace accommodation.
• adapt the recruitment process.
• consider flexible working hours or remote work arrangements;
• create safe and accessible working conditions in line with individual needs.

If you require any accessibility accommodations to participate in the recruitment process, please indicate this in your cover letter.

Code of Conduct

PAH applies a strict zero-tolerance policy towards sexual exploitation and abuse (SEA), sexual harassment (SH), and any inaction in response to such misconduct by its personnel, partners, or stakeholders. The organization is committed to preventing harm, ensuring a safe and respectful environment, and taking timely and appropriate action when harm occurs. 

How to Apply

If you are interested in applying for this position, please send us the following documents prepared in ENGLISH:

• Short resume (max. 2 pages) including relevant information on your education and work experience.
• Indication of your availability to start your work for PAH.

 Only shortlisted candidates will be contacted for an interview and/or technical assessment.

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.