Асистент/ка проекту з питань житла та нефінансування

Location: Ukraine – x2 – One based in Zaparozia and One based in Kherson.

SMILYVIST Background

Ukraine’s war appears to have no end in sight, and humanitarian needs across the country, as well as the needs of displaced people seeking safety, continue to rise. Since February 2022, intense hostilities and fighting have left at least 17,7 million people in need of humanitarian aid and protection. SMILYVIST Organization emerged in this context at the start of the crisis to respond to the pressing humanitarian needs. SMILYVIST was formed on the spur of the moment by the merger of a few local Ukraine grassroots response teams comprised of Ukrainians to serve Ukrainians, backed by international experts, putting the Ukrainians’ primary needs in a decent life, justice, and equality at the top of the Organization’s priorities and working to preserve society and its structure by mobilizing community members. In November 2022, SMILYVIST took institutional form, and on December 2022, the Organization was officially established and registered in Kyiv, Ukraine.

SMILYVIST aims to support Ukrainians in this crisis by improving their psychological and health wellbeing and economic situation. SMILYVIST is driven by a desire to aid war-affected Ukrainians, especially the most vulnerable, disadvantaged and marginalized groups, through rapid response within the framework of long-term goals.

Overview:

SMILYVIST is a humanitarian NGO dedicated to providing assistance and support to vulnerable populations in Ukraine. We are currently seeking a motivated and compassionate Shelter and NFI Project Assistant to support our shelter and non-food items projects in various regions of Ukraine. The Project Assistant will work closely with the Shelter Project Manager and other team members to ensure the smooth implementation of activities, timely distribution of relief items, and efficient coordination with stakeholders.

Responsibilities:

• Project Support
• Assist the Shelter Project Manager in planning and implementing shelter and NFI projects, including assessing needs, designing interventions, and developing project work plans.
• Coordinate the procurement, storage, and distribution of shelter materials, non-food items, and other relief supplies in line with project requirements and organizational guidelines.
• Support the monitoring of project activities and the collection of data and information to measure project progress and impact.
• Contribute to the preparation of project reports, including activity updates, outputs, and outcomes achieved.
• Stakeholder Engagement and Coordination
• Support the Shelter Project Manager in establishing and maintaining effective relationships with local authorities, partner organizations, and other relevant stakeholders.
• Assist in organizing and facilitating coordination meetings, workshops, and trainings with stakeholders, ensuring effective communication and collaboration.
• Participate in field visits to project sites, liaising with communities and beneficiaries to gather feedback and ensure their participation in project activities.
• Documentation and Reporting
• Maintain accurate and up-to-date project files, databases, and records, ensuring confidentiality and compliance with data protection protocols.
• Assist in the preparation and submission of timely and accurate project reports to donors, government agencies, and other relevant stakeholders.
• Contribute to the development of success stories, case studies, and other project-related communication materials.
• Administrative and Logistical Support
• Assist in organizing project-related meetings, workshops, and trainings, including logistical arrangements and documentation.
• Support the management of project budgets and expenditures, ensuring adherence to financial guidelines and procedures.
• Assist in the preparation and follow-up of project procurement processes, including obtaining quotes, preparing purchase requests, and monitoring delivery schedules.

Qualifications:

• Bachelor’s degree in a relevant field (e.g., social sciences, international development, humanitarian assistance) or equivalent work experience.
• Previous experience working in humanitarian or development projects, particularly in shelter or NFI programs, is desirable.
• Knowledge of shelter construction techniques, NFI distribution mechanisms, and relevant standards (e.g., Sphere) is an asset.
• Strong organizational and administrative skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent interpersonal and communication skills, with the ability to work effectively in a multicultural and diverse team.
• Proficiency in using Microsoft Office applications (Word, Excel, PowerPoint) and other relevant software.
• Fluency in Ukrainian (both written and spoken); knowledge of Russian and English is an advantage.
• Demonstrated commitment to humanitarian principles and an understanding of the context and challenges in Ukraine.

Accountability

A commitment to SMILYVIST values and SMILYVIST’s integrity framework is critical to working with SMILYVIST. Any candidate offered a job with SMILYVIST will be expected to adhere to the following key areas of accountability:

• Comply with SMILYVIST’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behavior of a SMILYVIST staff.

Safeguarding:

Children and vulnerable adults who come into contact with SMILYVIST as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that SMILYVIST shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of SMILYVIST’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and SMILYVIST’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Gender equality:

SMILYVIST is committed to meeting the standards of the SMILYVIST Gender Policy (2022). Through this policy, SMILYVIST seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.

Equal Opportunities

SMILYVIST is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability, or status as a veteran.

How to Apply:

Please send your complete application package (CV, motivation letter) only in English to [email protected], no later than 15 Mar 2024, with Shelter and NFI Project Assistant as the subject title of your email. Applications will be reviewed on a rolling basis. Women candidates are strongly encouraged to apply.

Please note that only shortlisted candidates will be contacted. References will only be contacted after the interview.