Senior Program Management Officer

About us:

ActionAid is a global federation working for a world free from poverty and injustice. ActionAid’s Regional Office for Eastern Europe was established in Kyiv in 2022 and is covering projects in Ukraine, Romania, Poland, Moldova and Georgia. ActionAid works through a wide range of local partner organisations in the nexus, prioritising young people’s leadership, civil society development, women’s rights and leadership, the protection of at-risk groups and minorities, as well as humanitarian assistance.

Role Overview

The Sr. Program Management Officer will coordinate project activities, documenting successes, and supporting team collaboration and infrastructure development to enhance program effectiveness. This role emphasizes facilitating smooth project lifecycle management, fostering connections, and enabling the team to achieve higher impact while maintaining a hands-on, supportive approach. 

The role reports to the Regional Youth Programme Lead based in Ivano-Frankivsk , receives technical project management input from the Project Implementation Coordinator and collaborates closely with the Sr. Learning Officer. The role will work closely with the Partner Finance Specialist, the Sr. PQMEAL Officer, and sectoral leads including the Humanitarian Programmes Coordinator, the Women’s Rights Advisor, the Civil Society Development Advisor, as well as the regional teams based in Moldova, Poland, Romania and Spain.

Key Responsibilities

Program Coordination and Support

•Assist in coordinating day-to-day project activities, ensuring timely progress and tracking deliverables.

•Support the team in monitoring project schedules and addressing operational and financial challenges.

•Help prepare for field visits, workshops, and meetings, managing logistics and materials.

•Contribute to maintaining updated project plans and timelines using provided tools.

•Ensure compliance with donor`s rules and requirements

•Support on preparing and conducting Kick Off Meetings (KOMs)

Documentation and Success Tracking

•Help capture key milestones, lessons learned, and success stories for reports and internal use.

•Organize and maintain a clear repository of project-related documents, such as agreements and progress reports.

•Creating simple templates and summaries to streamline data collection and reporting.

•Regularly update and file records to reflect ongoing project developments.

Partnership Engagement

•Act as a supportive contact point for partners, facilitating clear communication and coordination.

•Assist in maintaining updated partner profiles and records, including tracking basic project contributions.

•Help organize review meetings with partners to ensure alignment and address emerging needs.

•Provide logistical support for ad-hoc and planned events and meetings, ensuring smooth coordination.

•Conducting mapping exercise to explore the landscape of civil society organizations

•Conducting assessment of civil society organization for identification of further potential engagement

Operational and Administrative Support

•Coordinate field visits, team activities, and stakeholder engagements as required.

•Manage administrative tasks such as calendar organization, shared folder management, and agenda preparation.

•Ensure proper filing and accessibility of key project documentation.

•Support team members in following organizational policies and improving operational processes.

Team Collaboration

•Assist in initiatives to enhance team collaboration, such as organizing regular check-ins or brainstorming sessions.

•Encourage the sharing of ideas and knowledge through team discussions and informal exchanges.

•Contribute to team cohesion by supporting events or activities that strengthen internal relationships.

Key Competencies and Qualifications

Essential Skills and Experience

•Education: Bachelor’s degree in social sciences, development studies, business administration or a related field.

•Experience: At least 2-4 years of experience in administrative or program support roles.

•Technical Skills: Proficiency with tools such as Microsoft Office Suite (Word, Excel, Teams) and other project tracking tools.

•Communication: Strong verbal and written communication skills in English and Ukrainian.

•Organization: Ability to manage multiple tasks efficiently and maintain attention to detail.

•Collaboration: Team-oriented mindset with a proactive approach to supporting others.

Desirable Skills and Experience

•Familiarity with youth-led organizations or civil society initiatives.

•Knowledge of feminist principles and gender equality.

•Experience in organizing events or workshops, including basic logistics.

•Willingness to learn and adapt to new tools and practices.

•First-hand experience with civil society sector, activism and social movements in Ukraine.

Conditions

•Contract Type: Full-time until end of August 2025, with potential for extension.

•Salary: Gross salary €2,000–€2,200/month based on experience.

•Benefits: Monthly wellbeing allowance and health insurance.

•Location: Ukraine (preferably Kyiv or Ivano-Frankivsk), with potential travel to neighbouring countries.

(The responsibilities of this position are subject to change as required by the rapidly evolving context.)

What we offer:

ActionAid is committed to providing a welcoming, supportive workplace where we recognize a job well done, encourage close collaboration and sharing power, and where safeguarding standards and feminist leadership are exemplified everywhere. At ActionAid, you can look forward to a fair compensation package and a flexible working environment, including.

•A workplace that embraces intersectional feminist principles

•Flexible, family-friendly working arrangements.

•Salary according to the Senior Officer level within the salary grid (N-E level)..

How to apply:

Please send your CV and cover letter as pdfs in English (no more than 2 pages each) to Відправити резюме  with the reference Ukraine – Sr. Program Management Officer – before 3rd of February 2025.

This offer is contingent upon pending funding applications for the role.

ActionAid conducts thorough reference checks before making an offer.

Due to high volumes of applications received, we can only correspond with short-listed applicants. Should you not have received feedback on your application within two weeks of the closing date, please consider your application as unsuccessful.

ActionAid will not consider unsolicited candidates from recruitment agencies.

ActionAid reserves the right to modify, re-announce, or withdraw any of our vacancies at any time.

ActionAid is committed to recruiting candidates who promote ActionAid’s SHEA and Safeguarding policies and values and will only recruit candidates who are committed to SHEA and Safeguarding and ActionAid’s values, thereby helping to create safer working cultures.

ActionAid collects and processes personal data relating to job applicants as part of any recruitment process.

ActionAid is committed to being transparent about how we collect and use that data and to meeting our data protection obligations. 

Please visit our website https://actionaid.org/privacy-and-cookies or click the link Privacy notices to view our GDPR Privacy notice.