Project Manager Kharkiv/Poltava – 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 Kharkiv/Poltava

Code: 60-4037

Duty station: Poltava with frequent missions to project locations in Kharkiv region

Starting date: 20/01/2023

Contract duration: 5 months with possible extension

Reporting to: Programme Manager

Supervision of: National project staff

Dependents: 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. The most recent verified figures record more than 11,000 civilian casualties since the war began, including 4,889 people killed and 6,263 injured. The real numbers are likely much higher, but already exceed the verified 10,982 civilian casualties reported in the previous 8 years of conflict in eastern Ukraine. The number of internally displaced persons (IDPs) has now dropped from a peak of just over 8 million, however, the majority (3.9 million) continue to be from the east of the country, the main focus of the current Russian offensive (IOM), with many IDPs coming from Kharkivska, Zaporiska and Dnipropetrovska Oblasts. 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.

INTERSOS started working on the Ukraine crisis from the very beginning of the conflict, first through a regional response with operations in neighboring countries (Poland and Moldova) and subsequently within Ukraine (since March 2022). Currently, INTERSOS team in Ukraine consists of 225 staff, operating across 5 bases, covering operational areas of Lviv, Vinnytsia, Poltava, Odesa, Dnipropetrovsk, Kharkiv, Mykolaiv, and Donetsk Oblasts providing assistance to internally displaced persons (IDPs), their host communities, and life-saving humanitarian assistance to persons in highest needs in frontline and newly accessible areas.

INTERSOS is currently implementing Health, Protection, NFIs, and WASH interventions, funded by UNHCR, SV, OCHA, GFFO, UHF, 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, the 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

In close collaboration with the Coordination team, define and plan project objectives and priorities, identifying humanitarian needs, analyzing context and humanitarian issues at stake, risks and constraints and calculating human and financial needs.

Coordinate, in close collaboration with the Programme Manager and Head of Base in Area of Responsibility, operations, strategic growth and strong external and internal representation in order to efficiently ensure the goals and improve targeted population’s conditions and humanitarian situation. The project aims at providing health and protection assistance to the most vulnerable population in Kharkiv oblast as well as be ready to support with Rapid Response Mechanism team in potential newly accessible areas.

Main responsibilities and tasks

• Represent INTERSOS within project limits proactively participating in relevant technical coordination meetings, cluster meetings and working groups. In close consultation with Programme Manager, develop institutional contacts with local government and national partners at project’s level (civil society, civil and military authorities, NGOs, non-state actors, line ministries representatives, UN agencies and donors etc.) as well as with media in order to obtain all information and agreements necessary for the integration of INTERSOS ’s programmes in the local context and improve the targeted population’s awareness on them
• Monitor political and humanitarian situation in the project’s region in order ensure that INTERSOS’s charter, policies and image are respected with regards to national employees, populations, authorities and partners
• Together with the project team, evaluate needs by identifying the population’s status, by analysing the context (environment, actors involved, negotiations for access etc.) and associated risks and constraints in order to define priorities and projects goals and to calculate material, human and financial resources needed
• Propose and carry out exploratory missions and rapid assessment related to INTERSOS strategy in the country, according to Head of Mission’s indications, in order to better comprehend context, priorities, constraints and population needs and design new project proposals
• Steer and supervise the implementation, monitoring and evaluation of the programmes in collaboration with the team, by collecting information and comparing it with the objectives, schedule in order to monitor progression and early detect deviations and propose corrections
• Provide reporting to the Coordination team on project’s evolution and propose corrections if needed
• Elaborate the Project’s institutional memory, keeping written records (and file them) on its development, in order to broadcast INTERSOS achievements and improve awareness
• Monitor the risks and threats around the project(s), documenting the situation and analysing the consequences of political decisions or negotiations in course, in order to bear witness of and to render the populations’ distress public
• In coordination with the HR department and relevant Managers, plan and organise the organisational charts, distribute tasks and workload among the teams, guiding their comprehension of the issues linked to the Project and the Mission through regular working meetings and feedback, in order to ensure an efficient deployment of the resources and the achievement of the expected goals
• Inform the field team on the instructions given by the Coordination promoting fluent, smooth written and oral communication and information flow and ensuring confidentiality and full compliance with security rules
• Supervise full implementation of safety protocols in order to ensure safe working conditions for the project staffs
• Be responsible of the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for
• In coordination with the HR department and relevant Managers, identify training needs, building the capacity, coordinate, supervise and motivate the staffs, supports ad hoc training sessions and on-the-job training, provide individual follow up and coaching, carry out end of mission evaluation of the team members and lead internal communication initiatives in order to facilitate people’s integration and professional development and to maximise their capabilities and commitment to INTERSOS values and project’s goals
• Supervise all orders (logistical and medical) and the Project’s purchases as well as the financial indicators, in order ensure efficiency and early detect deviations and its causes
• Define and regularly update, in close collaboration with the Head of Mission, the Project’s security policy and strategic response to emergencies, reporting any concerning issue, in order to improve risk working conditions and to ensure staff’s full adherence to security rules and protocols. Manages the security in the project, ensuring that all necessary security measures are in place for the safety of INTERSOS staff and its operations
• Monitor financial supervision of expenditures
• Produce monthly internal specific report and elaborating mid-term and final report according with Donor rules and regulation and INTERSOS Project Appraisal Tool, ensuring accurate data collection and timely submission
• Ensure accurate data collection and reporting are submitted in a timely manner for all activities within the project.

Required profile and experience

Education

• Master degree, preferably in humanitarian operation/international cooperation/human rights and similar

Professional Experience

• Minimum 3 years experience in project management in humanitarian crisis
• Experience in managing winterization programs is desirable

Professional Requirements

• Strong and proven understanding of the humanitarian operating context, the humanitarian system and its flexibility, donors and their high demands, security and financial management in a humanitarian context
• Strong knowledge of institutional donor procedures
• Very strong skills in computer (excel) and admin/finance procedures
• Demonstrated leadership and interpersonal skills
• Readiness to commit and adhere to the values, mission, and vision of INTERSOS
• Previous proven experience in the proposal writing from secondary data will be considered an advantage

Languages

• Fluency in English is mandatory

Personal Requirements

• Strong representation and negotiation skills
• Proactiveness and strong problem-solving approach
• Strong team spirit, comfortable in a multicultural environment
• Flexibility to adapt to a dynamic context and to the volume of work
• Ability to ensure quick quality delivery in a stressful environment
• Able to work independently
• Organization skills
• Ability to adhere to deadlines and respect line management
• Strong interpersonal skills: communication, diplomatic skills
• Leadership, people management
• Highly able to keep confidentiality
• Strict discipline in following security instructions