SayPro Projet Management Poltava (AICS) – 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

Code: R-60-2630

Duty station: Poltava

Starting date: 19/09/2022

Contract duration: 6 months

Reporting to: Programme Coordinator

Supervision of: Project staff

Dependents: Non-family duty station

General context of the project

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.

The war broke out in Ukraine in March 2022. Since then, millions of people have fled to the neighbouring countries, raising a big concern on how to manage such an immense flux of people. In order to support refugees, INTERSOS is setting up an emergency response operation in Poland, Moldova and Ukraine

General purpose of the position

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

Coordinate, in close collaboration with the Programme Coordinator 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 winterization assistance to the most vulnerable population in Poltava oblast.

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 the Programme Coordinator, 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
• Supervise the 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 organizational 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 maximize 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
• Monitoring financial supervision of expenditures
• Producing 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
• Ensuring 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 2 years experience of project management in humanitarian crisis
• Experience in managing winterization programs desirable

Professional Requirements

• Experience with different donors compliance and reporting
• Understanding of humanitarian operations principles, standards and best practices
• Essential computer literacy (word, excel and internet)

Languages

• English and Italian mandatory
• Russian, or Ukrainian desirable

Personal Requirements

• 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
• Practical, organization and problem solving