Project Manager ECHO-Ukraine

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Project Manager ECHO-Ukraine

Code: SR-60-9347

Duty station: Dnipro with regular travels in the East in the areas of project implementation activities

Starting date: 01/06/2024

Contract duration: 10 months

Reporting to: Field Coordinator

Supervision of: Programme team ECHO

Functional Supervisor: Programme Coordinator

Type of Duty Station: Non-family duty station

General context of the project

The war in Ukraine, which started on the 24th of February 2022, shows no signs of abating, and continues to drive increasing humanitarian needs across the country. Access concerns and humanitarian needs are particularly high in eastern Donetska and Luhanska oblasts where the conflict is intensifying and critical infrastructure damages prevent civilians from accessing basic services.

Today INTERSOS is present in Vinnytska, Odesa and Dnipropetrovska Oblasts with bases of operations in Vinnytsia, Dnipro, Kharkiv, Kherson and Odesa, allowing a wide geographical coverage. Moreover, INTERSOS is currently implementing Health, Protection, and NFIs interventions, funded by UNHCR, OCHA and ECHO encompassing several components: distribution of medicines to Regional Health Departments and shelters and equipment for clinics, Cash for Health, mobilization of Protection mobile teams, establishment of community-based protection mechanisms, case management for CP/PWSN cases, psychosocial support (PSS), Protection Monitoring (PM), and distribution of material assistance to vulnerable individuals and households.

General purpose of the position

The Project Manager ensures constant engagement by/with different support departments to ensure timely support to the project team.

The Project Manager is budget holder for the whole project grant/budget and supervises/monitors closely the financial planning, liquidity planning and budget utilization/burn rate monitoring.

The financial/budget management is the final responsibility of the Project Manager for the specific project and he/she must ensure that this goes together with close log frame and work plan monitoring.

The funds for this project are not yet confirmed.

Main responsibilities and tasks

• Ensure the full and timely implementation of the project proposal as approved, pro actively respecting deadlines for reporting.
• Project kick-off and presentation/sharing of project with teams.
• Review and prepare a detailed activity plan with team.
• Verification on the targeting of beneficiaries.

Financial management and procurement:

• Prepare, monitor and implement financial and procurement plan.
• Prepare financial plan.
• Approval of all purchases/contracting and budget line allocations.
• Verify the bookkeeping entries in the INTERSOS accounting spreadsheets (JOURNAL): verify budget line allocations, budget expenditure status against actual delivery, and the financial plan for the remainder project implementation period.
• Ensure for all purchases/contracting of goods/services/supplies the correct INTERSOS procurement guidelines are applied and properly documented, in coordination with the Finance and Logistics departments.
• Verify the list of expenditures before finalizing the interim and final financial reports.
• Holds final responsibility for verification of all support documents’ completeness and correctness.

People management:

• Agree and establish clear reporting and communication lines.
• Team recruitment, liaise with HR Department to secure up to date HR files.
• Permanent on-the-job coaching of teams is needed to work on quality in delivery.
• Manages and evaluates the performance of the project staff.
• Conduct weekly and monthly meetings with the team to review the planning and discuss the main concerns to focus on for the upcoming period.
• Continuous/fast verification of data quality collected and received from field staff.
• Ensure teams respect INTERSOS rules and guidelines to the mission and adhere to INTERSOS Code of Conduct and Charter of Values.

Monitoring & evaluation:

• Ensure monitoring and verification for the targeting of beneficiaries.
• Applying a result-based management approach, monitor the project outcomes, in addition to the outputs and activities, including changes at the household and community level achieved through the project.
• Undertake (if the security situation allows) field visits to provide technical guidance and supervision to the team and to monitor the progress and quality of the different project activities.

Reporting:

• Ensure quality reporting on achievements through daily short briefings monthly and weekly planning presented against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities.
• Secure regular reporting per team and compile, review and analyses reports on monthly bases to be reflected in INTERSOS Project Appraisal Tool.
• Prepare ad hoc progress reporting for the donor and official required interim and final project reports; prepare interim and final narrative reports for the donor in a timely and qualitative manner, looking into achievements against outcomes and output and reflect lessons learnt clearly into recommendations for future programming.
• Holds final responsibility for all support documents (means of verification) and general project documents.
• Delivers regular communication products (including pictures) on the project to be used by the INTERSOS communication department in different outlet.

Coordination and representation:

• Support the Program Coordinator / Technical Coordinators in attending cluster meetings and ensure timely reporting of highlights and relevant information for intervention area.
• Participate in regular meetings with the donor representatives and facilitates field visits by donor missions (when security allows for), in coordination with the Program Coordinator.
• Ensure systematic information and update sharing with the program coordinator.
• Perform any other related duties as required.

Required profile and experience

Education

• Advanced university degree in Social Sciences, Political Sciences, International Relations, Humanitarian and International Cooperation or related field

Professional Experience

• Minimum 3 years of professional experience in management of humanitarian project/program, including financial management and logistics responsibilities
• Minimum 1 year experience in the implementation of multi-sector humanitarian programming and in security context analysis

Professional Requirements

• Experience in complex emergency setting and insecure countries
• Administration, finance and budget management skills.
• Previous experience with ECHO preferable
• Essential computer literacy (word, excel and internet)
• Analytical thinking, analysis capacity and strategic program development skills

Languages

• Fluent knowledge of written and spoken English

Personal Requirements

• Experience in establishing and maintaining collaborative relationships with donors and government counterparts, and with donors compliance and reporting
• Strong representation and negotiation skills
• Ability to ensure quick quality delivery in stressful environment
• Ability to adhere to deadlines and respect line management
• Strong interpersonal skills: communication, diplomatic skills and problem-solver
• Leadership, people management and development
• Organization and problem solving
• Commitment to INTERSOS principles