Project Coordinator

ABOUT THE WHITE HELMETS

The White Helmets (WH) is a non-for-profit organisation with offices in Canada, Europe, Turkey and Syria. We work to support the civilian population in conflict zones through the implementation of a wide range of stabilisation and humanitarian activities which provide community resilience to millions of people. Our primary focus has been on the Syrian crisis through the work of The Syrian Civil Defence and we are looking at expanding our activities to other countries.

SCOPE OF WORK

Under the supervision of the Program Development Manager, the incumbent Project Coordinator will be responsible for supporting the implementation of The White Helmets activities in Ukraine while coordinating project delivery and volunteer engagement in Montreal, Canada.

TERMS OF REFERENCE

Duty station: Montreal office – Quebec, Canada

Line manager: Program Development Manager

Project Coordination

• Under the supervision of the Program Development Manager based in Canada, coordinate the implementation of WH activities in Ukraine.
• In collaboration with the Field Coordinator, develop and maintain strategic relationships with local partners, local authorities, and other relevant actors.
• Maintain regular and effective communication with field staff.
• Daily intensive coordination with the project team (finance, logistics, monitoring and evaluation, human resources, and all project activities’ stakeholders).
• Regular and intensive coordination with the Program Development Manager and other WH units to share the progress of project activities.
• Share project progress reports on a regular basis.

Project Implementation and Management

• Develop and follow up on the implementation of the Project implementation plan in full coordination with the project team.
• Ensure that the project objectives and plans are implemented on time, scope, and within budget and in accordance with donor/partner/ stakeholder compliance requirements.
• Follow up and evaluate the progress of the project activities and determine the necessary corrective actions according to the approved procedures.
• Support writing periodic and final narrative progress reports.
• Ensure that all supporting reports and documentation of project activities are prepared in time and reviewed and shared with donors in full coordination with relevant departments.
• In collaboration with the Field Coordinator, develop action plans for all relevant project activities.
• Assist the Program Development Unit in writing and developing funding requests.

Volunteer Roster Coordination

• Managing the launching of the WH Friends (volunteer) roster.
• Conduct outreach for recruitment of volunteers.
• Assist in the selection, recruitment and vetting of volunteers.
• Assist in the task allocation for the volunteers.
• Regularly update the volunteer roster.

Miscellaneous:

• Assist the project teams with other relevant tasks as necessary.
• Assist with translation/simultaneous interpretation when required by the project teams.

Required qualifications, education and experience

• Bachelor’s Degree in political science, International Affairs, or relevant field in social science is desirable.
• Minimum of 3 to 5 years’ experience in an international organisation or non-profit setting, with at least 3 years’ experience in a similar role.
• Fluency in English and Ukrainian, spoken and written is mandatory; any third language is a plus.
• Excellent computer skills, including knowledge of creating and managing databases, spreadsheet, presentation, and navigating the Internet effectively.

Other professional competencies

• Organisational and time-management abilities.
• Cross-cultural communication and interpersonal skills, and able to interact professionally with culturally diverse staff and stakeholders.
• High sense of confidentiality, reliability and discretion.