Project Coordinator

Role & Responsibilities

The Project Coordinator manages the implementation and coordination of the designated field projects. Providing leadership, strategic direction, management and evaluation of all aspects of the Medair projects, the Project Coordinator also plays a key role in liaison with local authorities and other relevant stakeholders, team leadership and security management.

Project Overview

Medair is running a multi-sectoral response in the North of Ukraine, providing support to vulnerable people in de-occupied and conflict affected areas through the sectors of shelter, NFI, MPCA, health, protection and MHPSS. The area continues to face high needs among the border areas, but the relative stability also presents an opportunity to strengthen Medair’s partnership approach and develop protection activities. The role will deliver existing projects in these sectors, whilst scoping out needs in new locations, thus the position will be instrumental in helping to carry out research, leading assessments and making recommendations in response to changing needs.

Workplace & Working conditions

Medair field-based position in Northern Ukraine (Kyiv and Sumy).

Starting Date / Initial Contract Details
January 2024. Full time, from 6 to 12 months.

Key Activity Areas

Project Identification and Design

• Support the team in identifying suitable areas for intervention, carrying out research and making recommendations for project responses.
• Liaison and collaboration with other INGOs and potential partners.
• Facilitation of project design in close collaboration with the team. Coordination with other organisations and authorities.

Project Management

• Oversee the overall implementation of the designated project(s) in consultation with the relevant Project Manager(s) in accordance with the project proposals ensuring objectives are met within the required time frame and budget. Where necessary ensure preventative and corrective action is taken.
• Manage a comprehensive activity plan for the designated project(s), including resource needs analysis, covering the time frame of the project proposal. Support sectoral Project Manager(s) and Programme Support Officer in day-to-day decision making as required.
• Ensure that regular monitoring and evaluation assessments against project objectives are conducted and reports made to the relevant in-country or GSO managers or to donors.
• Maintain an overview of the regional context with a view to the strategic development of new projects both in current sites and in surrounding regions. This may include baseline needs assessments.
• Support the Programme Funding Manager, the Deputy Country Director and the Country Director in the development and production of new concepts and proposals. Develop, in consultation with the other senior field managers, an implementation strategy which is appropriate to the country context and strategy.
• Ensure complete and timely reporting of activities and beneficiary numbers to Medair, donors, line managers and any other relevant bodies while ensuring documents are produced according to guidelines.

Representation

• Develop and maintain relationships with relevant stakeholders (e.g. beneficiaries, community leaders, local and national government officials, donors, UN agencies and other NGOs) and represent Medair at relevant meetings in order to facilitate and ensure cooperation and partnerships.
• Seek out and actively participate in relevant local networks or task groups on specific humanitarian aid issues.
• Accompany donors on field trips and ensure programme details are shared in a professional manner.

Financial Management

• Plan and construct the budgets for the designated projects, in collaboration with the relevant Project Manager(s) and sector advisors and in accordance with donor guidelines.
• Working with the relevant Project Manager(s), ensure that budgets are spent according to donor proposals and regulations and within the appropriate timeframe, making any budget adjustment recommendations to the Deputy Country Director.
• Monitor the spending of the designated project(s) to ensure they operate in line with Medair and donor guidelines for financial accounting and reporting practices, sign off on expenditures.

Staff Management

• Ensure all personnel related processes for the staff of the designated project(s) are carried out in accordance with Medair guidelines. This includes recruitment, appraisal, objective setting, development and training, disciplinary action, etc. If applicable, work with the relevant Project Manager(s).
• Ensure that staff receive appropriate and adequate training by providing mentoring and coaching and through the promotion of capacity building of local staff.
• Hold regular team meetings and, through a consultative leadership style and a transparent, honest, and supportive communication structure, develop and build an effective team.
• Promote the health and security of the staff of the designated project(s) by ensuring the application of security guidelines, health and safety in the workplace and healthy living conditions and practices.

Security Management

• Lead, monitor, and review, in collaboration with the Project Managers and senior security and liaison officer, security assessments for new locations and the security status of the area(s) of operation on a regular basis, liaising as applicable with local authorities, other NGOs, the UN or other relevant security bodies. Report as appropriate, to the Deputy and Country Director.
• Ensure all staff members working for the designated projects and all visitors receive appropriate briefings and on-going training in security-related topics. Ensure security plans and protocols for the area(s) of operation are updated and implemented in response to changes in the security situation.
• Oversee and monitor staff adherence to security protocols, including security incident reporting.
• Train and support relevant Project Manager(s) in security planning, management, implementation, and monitoring.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used, and guidelines are followed. Ensure robust AAP mechanisms are put in place and being actively used.
• Ensure designated project(s) are implemented in line with donor proposals and requirements and in accordance with Medair, donor, country, and international standards e.g., Sphere and HAP standards, WHO recommendations, etc. Follow the direction of the relevant advisors at GSO regarding quality, strategy, and technical guidelines.
• Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits and at other relevant times.

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• University degree in a relevant subject such as Management / Development Studies / Business Administration.
• Strong working knowledge of English (spoken and written).

Experience

• 2 years post-qualification experience in a management position, preferably in a relief environment.
• Overseas work experience with a relief and rehabilitation NGO.
• Knowledge of Humanitarian Essentials, Sphere and HAP Standards and other international humanitarian guidelines and protocols.
• Advanced planning, assessment, and analytical skills. Good report and proposal writing skills.
• Good negotiation skills. Problem solving ability. S7ecurity Management.