Programme Manager Poltava / Kharkiv – Ukraine At INTERSOS

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 Poltava / Kharkiv

Code: 60-3445

Duty station: Poltava, with regular and frequent presence in Kharkiv, and travels to other areas in Ukraine

Starting date: 01/01/2023

Contract duration: 12 months

Reporting to: Programme Coordinator

Supervision of: 1 deputy programme manager

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 has 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.

General purpose of the position

The Programme Manager is in charge of the planning, implementation, supervision, monitoring and reporting of the project activities​.

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 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 to monitor the progress and quality of the different project activities.
• 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, 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.
• Perform any other related duties as required.

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