Terms of reference

Job: Program Coordinator

Code: SR-60-9328

Duty station: Dnipro with frequent flies to Odessa and project location areas.

Starting date: 05/08/2024

Contract duration: 8 months

Reporting to: of Mission

Supervision of: 5 – PM and Grant

Functional Supervisor: Deputy Regional Director – RoE

Type of Duty Station: Non-family duty station

General context of the project

The proposed multisectoral project responds to the basic emergency needs of the populations most affected by the conflict in Ukraine, in the rural areas close to the frontline of Kharkivska, Khersonska, Odeska and in the areas along the front line. The ATS and its Partners propose a multi-sectoral and multi-modular approach, with activities aimed at providing inclusive protection services in rural areas of Khersonska, and through supporting education in difficult-to-access areas of Kharkivska. The project includes furthermore the activation of a flexible rapid response mechanism, as well as Mine Action activities in the areas recently made accessible and where local Partners will be active on the front line. The intervention will reach a total of 24,541 beneficiaries.

General purpose of the position

Support the Mission in the development, definition and management of the mission program following INTERSOS strategies, plans and policies.

Lead the development of new concept notes and project proposals in laboration with the Deputy Regional Director and Senior Management Team.

Supervise, coordinate and provide quality support to Project Managers/Program Managers to develop and implement the program in the mission.

Main responsibilities and tasks

Strategy and representation

• Support the Mission and SMT in the development, implementation and evaluation of the mission strategy, program and quality of projects in line with INTERSOS country strategy, policies and guidelines. Provide updated information and recommendations for new and ongoing interventions in the country

• In coordination with the technical referents and Deputy Regional Director lead the design and development of potential new funding opportunities and the new project concept notes/proposals drafting the narrative and contributing to the budget preparation.

• Conduct regular context analysis (country’s socio-economic situation, donors trends, needs and gaps) in order to identify funding opportunities. Is accountable for properly studying data collected from the field and detecting the population’s needs, studying the context, translating the strategic macro-objectives into concrete actions, analysing the consequences of an intervention of INTERSOS, evaluating risks and constraints and setting priorities.

• In coordination with the Mission, establish and maintain collaborative relations with relevant donors, project stakeholders, local partners and other organisations working in the area. Develop strategic partnerships with local organizations and stakeholders when possible.

• In laboration with the of Mission and technical referents, proactively participate and represent INTERSOS in meetings with relevant donors and stakeholders.

• Support the SMT in maintaining productive working relationships within different coordination fora (clusters, working groups, etc.) at the national level.

Implementation, reporting and quality control

• Supervise and keep updated work plans and related financial plans of projects with the contribution of Program Managers and relevant team members. Prepare quality narrative reports reflecting the progress and status of projects in a transparent, timely and professional manner.

• In coordination with all other departments ensure the smooth running of operations and support the implementation of the program.

• Provide guidance and support to the Project Managers/Program Managers in project management and project cycle, work planning, activities, budget management and all operational and management aspects. Support in planning and monitoring the implementation of activities, budget follow up and achievement of results.

• Monitor the level of progress achieved by each project. Supervise, plan, monitor, evaluate and ensure the quality of work and the achievement of high standards in terms of design, implementation and evaluation.

• Lead the kick-off planning and final review meetings for each project.

• Guarantee the application of INTERSOS procedures and compliance to donor policies, procedures and procurement for reporting and implementation, in laboration with the of Mission and Deputy Regional Director.

• Contribute to address promptly all comments by donors on proposals in liaison with relevant staff and HQ.

• Collaborate with Finance, Logistics, MEAL, SMT and Security departments in the development of new proposals.

• Ensure that contractual obligations and reporting deadlines are known and met by all departments.

• Inform relevant staff on issues identified and seek HQ advice on potential solutions that would meet donors’ compliances.

• With the support of the Country Finance Coordinator supervise the management of budgets in line with donors and INTERSOS guidelines, supporting budget and program revisions when needed.

• Organise regular program meetings.

• Follow up expenditures through monthly program review meetings and financial expenditure reports prepared by the finance department.

• Support the Mission and MEAL departments in the set-up and implementation of the projects’ MEAL plans and activities.

• Provide supervision and feedback on the monthly Project Appraisal Tool (PAT).

• Guarantee regular updates of IMP projects sections.

• Ensure high-quality donors reporting

• Guarantee the timely submission to HQ and donors.

HR management

• Is responsible for leading, supporting and supervising the Program Managers/Project Managers strengthening their capacities and ensuring a regular evaluation through the Internal Review Process (IRP) tools. Provide coaching, identify training needs and evaluate the staff under his hierarchical supervision.

• In collaboration with the HR department and of Mission support the recruitment of new staff.

• In collaboration with the HR department ensure that Program Managers/Project Managers respect INTERSOS rules and regulations and adhere to INTERSOS Fundamental Charter Values and Code of Ethics.

Required profile and experience

Education

BA in International Affairs, Development, International Political Economy or other relevant field

Professional Experience

• Minimum five years of experience in humanitarian aid settings

Professional Requirements

• Ability to manage a huge team

• Strong knowledge of proposal development and financial management

• Experience working with major grants and international donors

• Desirable experience in managing integrated projects

• Essential computer literacy (word, excel and internet)

Languages

• English

Personal Requirements

• Good organizational and planning skills

• Leadership, team management and cooperation

• Behavioural flexibility

• Negotiation skills and decision-making skills

• Diplomatic, interpersonal and good communication skills

• Ability to take initiative and work independently

• Understanding of humanitarian operations principles, standards and best practices

• Commitment to INTERSOS principles

HOW TO APPLY:

Interested candidates are invited to apply following the link below: https://www.intersos.org/en/field-eng/#intersosorg-vacancies/vacancy-details/65f95848f2bb360026bf1a10/

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. 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.