ERT – Project Coordinator

Location

Starting Date & Initial Contract Details

As soon as possible. Full time, from 3 to 12 months

Role Overview

Manage the set-up of new programs, implementation and coordination of the designated field projects. Providing leadership, strategic direction, management and evaluation of all aspects of the Medair projects, the Project Coordinator also plays a key role in liaison with local authorities and other relevant stakeholders, team leadership and security.

Project Overview

Medair Ukraine is looking to expand its emergency programming into new geographical areas in the eastern region of Ukraine. The position will be instrumental in helping to carry out research, leading assessments and making recommendations in response to increasing humanitarian needs.

Our Culture

Key Activity Areas

Project Identification and Design

• Support the team in identifying suitable areas for intervention, carrying out research and making recommendations for project responses. Liaison and collaboration with other INGOs and potential partners.
• Facilitation of project design in close collaboration with the team. Coordination with other organisations and authorities.

Project Management

• Ensure projects are established with infrastructure in place in collaboration with CD and DCD. This includes staffing, transport, work spaces, permissions, systems and processes, communications, reporting mechanisms, and security.
• Oversee the overall implementation of the designated project(s) in consultation with the relevant Project Manager(s) and in accordance with the project proposals, ensuring objectives are met within the required time frame and budget.
• Manage a comprehensive activity plan for the designated project(s), including resource needs analysis, covering the time frame of the project proposal. Support relevant Project Manager(s) in day-to-day decision making as requested.
• Ensure that regular monitoring and evaluation assessments against project objectives are conducted and reports made to the relevant in-country, GSO managers and/or to donors.
• Maintain an overview of the national context with a view to the strategic development of new projects both in current sites and in surrounding regions. This may include baseline needs assessments.
• Support the Programme Funding Manager, the Deputy Country Director and the Country Director in the development and production of new concepts and proposals. Develop, in consultation with the other senior field managers, an implementation strategy which is appropriate to the country context and strategy.
• Ensure complete and timely reporting of activities to Medair, donors, line managers and any other relevant bodies.
• Ensure all relevant documents related to the designated project(s) are produced and filed according to Medair.

Representation

• Develop and maintain relationships with relevant stakeholders (e.g., beneficiaries, community leaders, local and national government officials, donors, UN agencies, and other NGOs) and represent Medair at meetings (e.g., state and local government, sector-coordination and security) in order to ensure cooperation and partnerships.

Financial Management

• Plan and construct the budgets for the designated projects, in collaboration with the relevant Project Manager(s) and sector advisors and in accordance with donor guidelines.
• Working with the relevant Project Manager(s), ensure that budgets are spent according to donor proposals and regulations and within the appropriate timeframe, making any budget adjustment recommendations to the Deputy Country Director.
• Monitor the spending of the designated project(s) to ensure they operate in line with Medair and donor guidelines for financial accounting and reporting practices, sign off on expenditures.

Staff Management

• Ensure all personnel related processes for the staff of the designated project(s) are carried out in accordance with Medair guidelines. This includes recruitment, appraisal, objective setting, development and training, disciplinary action, etc. If applicable, work with the relevant Project Manager(s).
• Ensure that staff receive appropriate and adequate training by providing mentoring and coaching and through the promotion of capacity building of local staff. Hold regular team meetings and, through a consultative leadership style and a transparent, honest, and supportive communication structure, develop and build an effective team.
• Promote the health and security of the staff of the designated project(s) by ensuring the application of security guidelines, health and safety in the workplace and healthy living conditions and practices.

Security Management

• Lead, monitor, and review, in collaboration with the Project Managers and senior security and liaison officer, security assessments for new locations and the security status of the area(s) of operation on a regular basis, liaising as applicable with local authorities, other NGOs, the UN or other relevant security bodies.
• Ensure all staff members working for the designated projects and all visitors receive appropriate briefings and on-going training in security-related topics. Ensure security plans and protocols for the area(s) of operation are updated and implemented in response to changes in the security situation.
• Oversee and monitor staff adherence to security protocols, including security incident reporting.
• Train and support relevant Project Manager(s) in security planning, management, implementation, and monitoring.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used, and guidelines are followed. Ensure robust AAP mechanisms are put in place and being actively used.
• Ensure designated project(s) are implemented in line with donor proposals and requirements and in accordance with Medair, donor, country, and international standards e.g., Sphere and HAP standards, WHO recommendations, etc. Follow the direction of the relevant advisors at GSO regarding quality, strategy, and technical guidelines.
• Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits and at other relevant times.

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• University degree in a relevant subject such as Management / Development Studies / Business Administration.
• Strong working knowledge of English (spoken and written).

What is the ROC and why is it required?

Experience

• 2 years post-qualification experience in a management position, preferably in a relief environment.
• Overseas work experience with a relief and rehabilitation NGO.
• Knowledge of Humanitarian Essentials, Sphere and HAP Standards and other international humanitarian guidelines and protocols. Advanced planning, assessment, and analytical skills. Good report and proposal writing skills.
• Good negotiation skills. Problem solving ability. Security Management.

All new deploying international staff to Medair’s country programmes (and other roles which require field travel) should be fully vaccinated with a WHO-approved COVID vaccine, supported with a COVID vaccination certificate as evidence.