Emergency Project Manager (Менеджер/ка проекту з надзвичайної ситуації)

INTERSOS is a humanitarian organization on the front-line of emergencies, bringing assistance to victims of armed conflicts, natural disasters and extreme exclusion with particular attention to the protection of the most vulnerable people.

Since 1992 our humanitarian workers have been helping people affected by humanitarian crises: we provide first aid, food, shelter, medical assistance and basic goods. We ensure that basic needs, as education, access to clean water and health assistance, are met.

An INTERSOS emergency team is in Lviv where we are launching an intervention to assist internally displaced people and support local health facilities close to the fighting areas, already under high pressure due to the influx of displaced people and the shortage of doctors, drugs and medical supplies. We are supporting an oncological hospital and some shelters in Lviv and we also started operating in Vinnytsia and Poltava, both in the city and in the surrounding areas, with protection and health care activities. 

INTERSOS is opening a position of Emergency Project manager in Vinitsia and Poltava.

Contract duration: 3 months (with a possibility of extension for 3 months).

Main Purpose

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

The Project Manager will lead, coordinate and support the implementation of emergency multi-sectorial activities of the INTERSOS project and in particular on the following components: i) material assistance (NFI and HKs distribution in the two Oblasts) ii) protection monitoring and protection focused assistance iii) emergency health support.

He/she will guarantee the overall supervision of the project team involved in the activities, the reporting and the economic and financial administration of the project. Moreover, he/she will be responsible for the achievement of projects’ objectives and results and for the capacitation of its staff.

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

Coordinate, in close collaboration with Emergency Coordinator operations, strategic growth and strong external and internal representation in the targeted area in order to efficiently ensure the goals and improve targeted population’s conditions and humanitarian situation.

Main responsibilities and tasks

• Ensures 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 facilities targeted, mobile units and centers 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 organize training for volunteers and team members
• Organize and conduct project kick-off and presentation/sharing of project with teams
• Prepare and regularly review a detailed activity plan with team
• Agree and establish clear reporting and communication lines
• Verify the targeting and selection of the beneficiaries
• Ensure sector SOPs and guidelines are properly applied and adhered to
• 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 pro-active manner to the Head of Mission and Security Focal Point

Admin, operations and HR

• 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 spread sheets (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 finalizing 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:
• Manages and evaluates 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
• Ensure fluent chain of information/data transfer from field to supervisors
• Ensure timely processing of information/data and conduct coaching for teams on the analysis of the processed data
• Continuous/fast verify the data quality collected and received from field staff
• Undertake field visits to provide technical guidance and supervision to the team and to monitor the progress and quality of the different project activities.
• Oversee team attendances and authorize holidays, liaise with admin-fin department to secure regular update of HR files 
• 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
• Applying a result-oriented approach, monitor the project outcomes, in addition to the outputs and activities, including changes at the household and community level achieved through the project
• 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
• Prepare ad hoc progress reporting for the donor and official required interim and final project reports: prepare interim and final narrative reports for the donor in a timely and qualitative manner, looking into achievements against outcomes and output and reflect lessons learnt clearly into recommendations for future programming
• Holds final responsibility for all support documents (means of verification) and general project documents
• Delivers regular communication products (including pictures) on the project to be used by the INTERSOS communication department in different outlets
• Contribute to the coordination between the different project-teams for the projects in Ukraine. 
• Coordinate with other relevant actors in the area for effective and efficient collaboration.
• Perform any other related duties as requested

Education

• University Degree in Social Sciences, law, international relations or related field

Professional experience

• Minimum 4 years relevant professional experience in the humanitarian sector (of which at least 3 year in a supervisory role), previous experience on emergency response is an asset

Professional requirements

• Computer literacy (Word, Excel, Power Point)
• Good leadership skills
• Strong technical knowledge in humanitarian program and protection (i.e. protection monitoring, case management, psychosocial support activities) & health (Primary Health Care)

Languages

• Proficiency in English (written and spoken)
• Fluency in Ukrainian language (written and spoken) is mandatory

Personal requirements

• Respect and non-discriminatory attitude
• Good interpersonal and communication skills
• Strong report writing skills
• Strong planning and organizational skills
• Ability to work under pressure and as part of a team

Please send your CV to [email protected].