Logistics and Supply Manager - Ukraine

Operation manager-Emergenza

Descrizione

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: Grants and Reporting Manager

Code: SR-60-9931

Duty station: Kiev, with frequent visits to other bases

Starting date: 01/09/2025

Contract duration: 7 months

Reporting to: Programme Coordinator

Functional Supervisor: Regional Grants and Reporting Officer

Supervision of: N/A

Type of Duty Station: Non-family duty station

General context of the project

The war in Ukraine, which started on the 24th of February 2022, shows no signs of abating, and continues to drive increasing humanitarian needs across the country. Access concerns and humanitarian needs are particularly high in eastern Kharkivska, Sumska oblasts and south Khersonska oblast where the conflict is intensifying and critical infrastructure damages prevent civilians from accessing basic services.

Today INTERSOS is present in Odeska, Mykolaivska, Khersonska and Kharkivska Oblasts with bases of operations and warehouses in Kharkiv, Kherson, Mykolaiv and Odesa, and Kiev allowing a wide geographical coverage. Moreover, INTERSOS is currently implementing Health, Protection, and NFIs interventions, funded by OCHA, AICS, GFFO and ECHO encompassing several components: distribution of medicines to Regional Health Departments and shelters and equipment for clinics, Cash for Health, mobilisation of Protection mobile teams, establishment of community-based protection mechanisms, case management for CP/PWSN cases, psychosocial support (PSS), Protection Monitoring (PM), and distribution of material assistance to vulnerable individuals and households.

General purpose of the position

In coordination with the SMT, MEAL, Program/ Project Managers and Technical Coordinators, timely support the design and development of new project proposals, high-quality reporting and regular grants' management activities in line with INTERSOS program goals, objectives and indicators and respecting donors' requirements.

Main responsibilities and tasks:

Project design and development

Support the Program Coordinator on the drafting and updating of the donors mapping and donor’s strategy

Support the Go No Go process through the analysis of donors call for proposals and its relevant elements

In coordination with the SMT, Program Managers and Project Managers, support the design and development of new project proposals, ensuring that those are structured according to INTERSOS program goals and objectives and in line with donors’ template and requirements

Regularly update mission Master Planning ensuring internal and external deadlines are respected and promptly communicated to relevant colleagues

Regularly and/or ad hoc liaise with the Regional Office, specifically with the Regional Grant and Reporting Officer, to ensure project design meet donor’s guidelines and submission process respect the defined work-flow

Under Program Coordinator guidance, ead the internal coordination of the proposal writing process promoting clear division of roles, responsibilities, engagement of relevant departments and time frame

Ensure the matching and consistency of the information and budget figures across proposals documents, including financial components

Ensure final documents package prior to submission is complete, consistent and compliant to donor rules

Promptly flag any challenge or delays to relevant colleagues at mission and regional level

Quality Reporting

Under the supervision of the Program Coordinator, promote periodic revision and harmonisation of templates and formats used for the monitoring, follow up and reporting of activities in coordination with program / project managers and technical coordinators

Liaise with HQ Grant Unit and Regional Office to receive and keep abreast of donors’ templates and guidelines

Regularly update mission Master Planning (Reporting Tracker) ensuring internal and external deadlines are followed as per Grant Agreements and promptly communicated to relevant colleagues at mission and regional level

Under the supervision of the Program Coordinator and in coordination with the Regional Office and HQ Grants and Compliance Unit, ensure the compilation, review and submission of timely, compliant and consistent reports in line with INTERSOS and donors’ requirements

Ensure the matching and consistency of the information and budget figures across reporting documents (including program, finance and logistics components)

Ensure correct storage of Reports and related annexes on INTERSOS Management Platform (IMP)

Grants Implementation Management

Under the supervision of the Program Coordinator and in coordination with the Program Managers prepare and conduct project kick-off (KO) meetings playing an active role within the revision of partner capacity assessments and grant agreements

Promote, with the support of the Regional Grant and Reporting Officer, information sessions (also integrated in projects KO) on main donor guidelines, involving all the relevant departments (Program, MEAL, Finance, Logistics, HR and HQ Grants and Compliance Unit.)

Support to field monitoring of performance indicators, conducting compliance spot checks on ongoing projects and programs partners (e.g. local partners)

Conduct a periodical review of projects’ documentation ensuring the correct uploading and archiving on mission drive and on IMP.

Support Program Coordinator in the organisation and implementation of project review meetings and project closure meetings

Ensure projects' amendment requests (where needed) are in line with donors procedures and regulations

Support the analysis of data and the visualisation of program outputs for monitoring and reporting purposes through Google Data Studio and/ or other recommended tools, and report any deviation in terms of achievements/trends to the Program Coordinator

Ensure the Mission Communication Plan is updated regularly and support the Program Coordinator and Head of Mission in drafting external products and liaising with HQ Communication Department

Required profile and experience

Education

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

Professional Experience

Minimum 3 year’s relevant work experience in program departments in the humanitarian sector

Professional Requirements

Experience with grants management of institutional donors (BHA, ECHO, UNHCR, AICS among others) and understanding of Donors' requirements and compliance

Project Cycle Management skills and capacity to plan and organise work activities

Basic financial skills

Capacity to analyse data to inform reporting and new programming

Strong reporting and writing skills

Essential computer literacy (word, excel and internet)

Languages

Fluent English (written and spoken)

knowledge of Italian language is considered an asset

Personal Requirements

People management and development

Capacity to work in teams with different backgrounds and expertise

Capacity to work under pressure

Result-oriented and attention to the details

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:

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 format. 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 HR referent. Family members are to be excluded.

Only short-listed candidates will be contacted for the first interview.