Project Manager - Ucraina

Project manager-Diritti Umani

Descrizione

INTERSOS is an independent humanitarian organisation 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: Project Manager
Code: SR-60-10330
Duty station: Mykolaiv with regular field visits to Kharkiv
Starting date: 01/12/2026
Contract duration: until 14/07/2028
Reporting to: Head of Programme
Supervision of: CW/PSS Team Leaders, MAMs and GFFO staff

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 southern Khersonska oblast, where the conflict is intensifying and critical infrastructure damage prevents civilians from accessing basic services.

Today INTERSOS is present in Odeska, Mykolaivska, Khersonska and Kharkivska Oblasts with bases of operations in Kharkiv, Kherson, Mykolaiv, Odesa, and Kyiv, 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
The Project Manager ensures constant engagement by/with different support departments to ensure timely support to the project team.
The Project Manager is the budget holder for the whole GFFO-funded project grant/budget and supervises/monitors closely the financial planning, liquidity planning and budget utilisation/burn rate monitoring.
The financial/budget management is the final responsibility of the project manager for the specific project, and he/she must ensure that this goes together with a close log frame and work plan monitoring.

Main responsibilities and tasks

General:

Ensures the planning, implementation and monitoring/evaluation and sets targets as included in the project description. Flag significant deviations from the programme implementation plan and estimated expenditures; alert relevant staff.
Guarantee efficient financial management as the main budget holder for the project in compliance with INTERSOS’ model and donor regulations.
Team/HR management (staff and volunteers)
Deliver quality project activity reporting, including findings in terms of impact/changes at the level of beneficiaries achieved through the project, compliant and consistent reporting per INTERSOS and donor requirements, in collaboration with the HQ Grants Unit
Develop a clear understanding of the INTERSOS programme and country strategy among the project team – ensure also timely input/feedback by the team on strategic issues.
Support the head of the programme in programme/project development.
Ensure that programme delivery matches INTERSOS and donor technical minimum standards and seek technical section and MEAL department guidance and tools.
Ensure a clear overview of actors and services in the area of intervention, permitting development and implementation of partnerships and referral pathways.
Administrative and office support activities (agreements, amendments, signed reports, communications, etc.), ensuring the documentation cycle is up-to-date and that all departments’ requirements are aligned and addressed.

Detailed responsibilities and tasks:

Ensure the full and timely implementation of the project proposal as approved, proactively respecting deadlines for reporting:
Project kick-off and presentation/sharing of the project with teams
Review and prepare a detailed activity plan with the team
Verification of the targeting of beneficiaries

Financial management and procurement:

Prepare, monitor and implement the financial and procurement plan.
Prepare financial plan
Approval of all purchases/contracting and budget line allocations
Verify the bookkeeping entries in the INTERSOS accounting spreadsheets (JOURNAL): verify budget line allocations, budget expenditure status against actual delivery and the financial plan for the remainder of the project implementation period
Ensure, for all purchases/contracting of goods/services/supplies, the correct INTERSOS procurement guidelines are applied and properly documented, in coordination with the Finance and Logistics departments.
Verify the list of expenditures before finalising the interim and final financial reports
Holds final responsibility for verification of all support documents’ completeness and correctness.

People management:

Agree on and establish clear reporting and communication lines
Team recruitment: liaises with the HR Department to secure up-to-date HR files.
Permanent on-the-job coaching of teams to work on quality in delivery.
Manage and evaluate the performance of the project staff.
Conduct weekly and monthly meetings with the team to review the planning and discuss the main concerns to focus on for the upcoming period.
Continuous/fast verification of data quality collected and received from field staff.
Ensure teams respect INTERSOS rules and guidelines for the mission and adhere to INTERSOS’s Code of Conduct and Charter of Values.

Monitoring & evaluation:

Ensure monitoring and verification for the targeting of beneficiaries.
Applying a results-based management approach, monitor the project outcomes, in addition to the outputs and activities, including changes at the household and community level achieved through the project.
Undertake (if the 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.

Reporting:

Ensure quality reporting on achievements through daily short briefings, monthly and weekly planning presented against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities.
Secure regular reporting per team and compile, review and analyse reports on a monthly basis, to be reflected in INTERSOS’s Project Appraisal 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 outputs; 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.

Coordination and representation:

Support the Programme/Technical Coordinator(s) in attending cluster meetings and ensure timely reporting of highlights and relevant information for the intervention area.
Participate in regular meetings with the donor representatives and partners and facilitate field visits by donor missions (when security allows), in coordination with the Programme Coordinator.
Ensure systematic information and update sharing with the head of Programme
Perform any other related duties as required.

Required profile and experience

Education
Advanced university degree in Social Sciences, Political Sciences, International Relations, Humanitarian and International Cooperation or a related field

Professional Experience
Minimum 3 years of professional experience in the management of a humanitarian project/programme, including financial management and logistics responsibilities
Minimum 1 year of experience in the implementation of multi-sector humanitarian programming

Professional Requirements
Experience in complex emergency settings and insecure countries
Administration, finance and budget management skills
Essential computer literacy (word, excel and internet)
Analytical thinking, analysis capacity and strategic program development skills
Experience in establishing and maintaining collaborative relationships with donors and government counterparts, and with donors compliance and reporting

Languages
Fluent knowledge of English (written and spoken)

Personal requirements
Strong representation and negotiation skills
Ability to ensure quick quality delivery in stressful environment
Ability to adhere to deadlines and respect line management
Strong interpersonal skills: communication, diplomatic skills and problem-solver
Leadership, people management and development
Organization and problem solving
Commitment to INTERSOS principles

General conditions and benefits:
Salary grid: 11 - 3.430€ - 3.868€ monthly gross
Accommodation: Shared Guesthouse
R&R: INTERSOS staff required to work for extended periods at duty stations under hazardous, stressful and difficult conditions are granted a regular and mandatory period of Rest and Recuperation (R&R). This is due to protecting their health and well-being and ensuring optimal work performance upon the resumption of their duties, while, at the same time, preserving the operational readiness of the Organisation. R&R benefits are not financial compensation for the degree of hardship and insecurity of a duty station. Eligibility: staff members recruited as international field staff whose contract states one R&R Duty Station as the main Duty Station and whose contract duration is equal to or longer than 4 calendar months. R&R: 7 days of psycho-physical recovery every 8 weeks + 1000€ allowance.
Remuneration: The monthly remuneration is defined, for each position, according to the standard salary grid and function grid, taking into account the experience of the selected candidate. It is communicated during the HR interview, or at any rate during the first stage of the selection process.
Transportation: Round-trip flights for the humanitarian. For any mission lasting at least 9 months, an additional flight ticket to the Country of residence and return to the mission is covered by the Organisation for the humanitarian worker.
Medical insurance: Injuries and death insurance; civil liability insurance, reimbursement for vaccines, medical certificate and PCR test for deployment; psychosocial support on request for the humanitarian worker.
Visa: INTERSOS covers the costs and visa support for the humanitarian worker.
Annual Leave: 2.5 days per month
Induction: Online orientation course: each new staff member receives preparatory training before departure, adequate to provide the necessary information related to the structure of INTERSOS and the main decision-making processes and working tools, in order to facilitate entry into the Organisation.
Note 1: INTERSOS applies a “Learning & Development Policy” which includes the possibility to receive capacitation and participate in internal and external training. Priority will be given to the staff working for INTERSOS for over two years.
Note 2: The categorisation of Accompanied, RnR, and Unaccompanied Duty stations is subject to security criteria, access to health and education services, and is non-negotiable.

HOW TO APPLY:
Interested candidates are invited to apply following the link below:
https://www.intersos.org/en/field-eng/#intersosorg-vacancies/vacancy-details/6adb767ac516109a3cd49409/

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.