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: Programme Manager Kharkiv
Code: 60-3445
Duty station: Kharkiv, and Poltava during the set-up phase of the base
Starting date: 19/06/2023
Contract duration: 12 months
Reporting to: Head of Programmes
Supervision of: Project staff (national)
Dependents: non-family duty station
General context of the project
The war broke out in Ukraine in February 2022. Since then, millions of people have spread within the country, raising a big concern on how to manage such an immense flux of people. In order to provide emergency humanitarian relief, INTERSOS entered Ukraine shortly after the outbreak of the conflict and set up its first emergency response operations.
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 protection and medical 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: primary health care services (mobile clinics), Cash for Health, mobilization of Protection mobile teams, the establishment of community-based protection mechanisms, case management, including for GBV cases, psychosocial support (PSS), Protection Monitoring (PM), distribution of material assistance to vulnerable individuals and households, and activation of rapid response mechanisms for frontline service provision.
General purpose of the position
The Programme Manager is in charge of the planning, implementation, supervision, monitoring and reporting of the project activities. The PM Kharkiv is also responsible for support and monitoring of partner organizations and to take a lead in the humanitarian coordination efforts in Kharkiv.
Main responsibilities and tasks
The Programme Manager will:
- Ensure the planning, implementation and monitoring/evaluation and sets targets as included in the project description.
- Guarantee an efficient financial management for the project in compliance with INTERSOS’ model and donor regulations.
- Team management and project integration assurance for teams working at the targeted health facilities , mobile units and centres in order to guarantee project quality as per required standards.
- Deliver quality reports for donor, authorities and INTERSOS in good quality and timely manner, including the findings in terms of impact/changes at the level of beneficiaries achieved through the project.
More specifically:
- Ensure a proper planning of the activities to be implemented:
- Liaise with admin-fin department to secure proper staff recruitment and regularly update HR files
- Prepare and organise training for volunteers and team members
- Organise and conduct project kick-off and presentation/sharing of project with teams
- Prepare and regularly review a detailed activity plan with team
- Verify the targeting and selection of the beneficiaries
- Permanent on-job coaching of teams to work on quality in delivery
- Ensure security monitoring for teams’ daily movement and report incidents/concerns in a proactive manner to the Head of Mission and Security Focal Point
Financial management and procurement:
- Prepare, monitor and implement financial and procurement plan
- Prepare weekly liquidity plan
- Verify and approve all purchases/contracts and budget line allocations
- Verify on a weekly basis the book-keeping 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, in coordination with finance department
- Ensure for all purchases/contracts of goods/services/supplies the correct INTERSOS procurement guidelines are applied and properly documented (also for the procedures applied by the municipalities), in close coordination with the admin-fin and logistics department
- Verify the list of expenditures prior to finalising the interim and final financial reports
- Holds final responsibility for verification of all support documents’ completeness and correctness
Manage team and partner organisations, and to provide relevant capacity building and on-job coaching to the project team:
- Manage and evaluate the performance of the project staff directly managed and ensure that evaluation procedures are implemented for the rest of the team
- Conduct weekly and monthly meetings with the team to review the planning and discuss the main concerns to focus on for the upcoming period
- Ensure use of correct/relevant forms for assessments and reporting by the team
- Undertake (if security situation allows) field visits to provide technical guidance and supervision to the team and partners and to monitor the progress and quality of the different project activities.
- Ensure teams and partner organisations 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, also through ad-hoc monitoring tools and field visit
- Ensure the full accountability to the beneficiaries
Reporting:
- Ensure quality reporting on achievements against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities.
- Secure weekly and monthly reporting per team and compile, review and analyses reports on monthly bases to be reflected in INTERSOS’ PAT reporting tool
- Hold final responsibility for all support documents (means of verification) and general project documents
- Deliver regular communication products (including pictures) on the project to be used by the INTERSOS communication department in different outlets
Coordination and representation:
- Attend the relevant cluster meetings and ensure timely reporting of highlights to Program Coordinator and Technical Coordinators.
- Ensure regular updates to donor representatives in coordination with the Program Coordinator.
- Coordinate with relevant line-ministries and local authorities for the implementation of the project.
- Support INTERSOS with the implementation of the Country Strategy, in particular for the development of specific and detailed sector strategies.
Required profile and experience
Education
- Advanced university degree in humanitarian related field (international relation, social studies, IHL, IHRL)
Professional Experience
- Minimum of 3 years of relevant work experience at similar position in a humanitarian context required
- Previous experience in actively hostile environment highly desirable
Professional Requirements
- Strong and proven understanding of the humanitarian operating context, donors, security and financial management in humanitarian context
- Strong knowledge of institutional donor’s procedures
- Very strong skills in computer (excel) and admin/finance procedures
- Knowledge of the regional coordination mechanism
- Proven experience in the management of UN funds
- Risk management knowledge is an asset
- Ability to define country and program strategies
- Ability to administrate funds, logistics and human resources
- Previous proven experience in proposal writing from secondary data is an asset
Languages
- English
- Knowledge of Ukrainian/Russian is highly desirable
Personal Requirements
- Confidentiality
- Autonomous
- Organization skills, delegative and empowerment approach of the supervised team
- Leadership and interpersonal skills
- Flexibility and agility
- High resilience to stress
How to apply
Interested candidates are invited to apply following the link below: https://www.intersos.org/posizioni-aperte/missioni/#intersosorg-vacancies/vacancy-details/637bdc869d109a00227c8ca7/
Please note that our application process is made of 3 quick steps: register (including your name, email, password and citizenship), sign-up and apply by attaching your CV in PDF format. Through the platform, candidates will be able to track their applications’ history with INTERSOS.
Please also mention the name, position and contact details of at least three references: two line managers and one HRreferent. Family members are to be excluded.
Only short-listed candidates will be contacted for the first interview.