Project Coordinator

Project Coordinator, Ukraine programme

Location: Lviv with frequent travel to activities in the field.

Position Type: National

Position Status: Part-time ( 50%) , fixed term employment contract for the project period (6 month).

Reports to: Program Manager (PM)

Line Management: Project Officers (POs)

Supports: Social Workers (SW) but it depends by project organogram

Works directly with: Head of Programe Delivery, Finance team, HR team, Operation team and others.

Salary: Based on the HAI Salary Scale

HelpAge – delivering real impact for older people

HelpAge International works with partners and a diverse global network of more than 150 organizations across 85 countries, supporting millions of older people to l safe, dignified and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience.

HelpAge International (HAI) has been present in Ukraine since 2014 with a total workforce of +250 people including staff and volunteers/contractors. As one of the few INGOs with an operational presence in Ukraine, we were able to respond quickly to the current Ukraine crisis with initial life-saving activities in the Donetsk and Luhansk Regions and are scaling up assistance in the Central and Western Regions of Ukraine. Our response plan includes cash assistance, food distributions, NFI distribution/ health and dignity kits, WASH, Protection and Mental Health and Psychosocial First Aid.

We are seeking passionate, talented candidates for several roles to further strengthen our country team.

Job Purpose

The Project Coordinator will be responsible for the coordination of activities in the relevant geographic area ensuring full compliance and application of all HelpAge International (HAI) Ukraine policies, facilitating project development, and ensuring timely delivery of project activities including implementation, monitoring, and reporting, and budget control and management.

Essential Job Responsibilities

Coordination (10%):

• Encourage project cohesion through coordination and information sharing with and between all staff.
• Ensure project quality and impact through liaison with the programme quality team.
• Build relationships with authorities at the level of communities. Ensure good communication of security relevant information in each location including various field sites and offices.

Project Coordination (60%) 

• Ensure the smooth operation of the Community Safe Spaces Centers (CSSes) in the project locations
• Maintain an in-depth knowledge of key project documentation and ensure that the Project Officers and Social Workers are familiar with the project goal, objectives, and activities, required donor procedures and the approved project proposal.
• Together with your manager, review existing project design, objectives, outputs, indicators, and budget so as to ensure that they are appropriate and realistic, and if required, suggest changes.
• In the supported locations, provide overall supervision to work planning processes to ensure priorities are identified, and appropriate strategies to address them are implemented.
• Ensure project quality and the application of best practices in HAI Programme Standards:
• Wherever possible, ensure HAI Ukraine programming principles, in particular gender, rights-based and case management approaches, are incorporated into all project activities.
• Maximize opportunities to integrate lessons learned and best practices.
• Coordinate and ensure input from staff in the field.
• Be responsible for all aspects of the accountability for particular project.
• In coordination with MEAL Team contribute to data collection, storage, and analysis.
• Oversee a Complaints Response Mechanism (CRM) in the project locations, which ensures all HAI beneficiaries can provide confidential complaints and feedback about HAI, ensure that Pos and SWs are familiar with the CRM.
• Ensure data protection and confidentiality at all stages of the process.
• Coordination of information gathering and preparation of reports.
• Working collaboratively with the Finance Coordinator to monitor project spending on a monthly basis and project actions taken in case of over/under expenditure with the support from line manager.
• Recruit POs and SWs through transparent, rigorous, and soundly justified procedures in line with HAI policies and values
• Manage POs and SWs performance and development, providing appropriate and timely feedback.
• Ensure that all HAI Ukraine policies followed by POs and SWs.
• All project information (both programmatic and financial) for the audit is available and accessible in the field office.
• Assist in the identification and preparation of the success stories of beneficiaries.
• Ensure compliance with respect to Donor "Visibility" requirements (logos, photos etc.).
• Provide support on safety & security issues to POs and SWs under the guidance from line manager and Security Officer. 

Reporting (25%)

• Prepare and edit donor required project reports in Ukranian/English for line manager review.

Other (5%)

• English speaking employees are expected to provide verbal and written translations when required.
• Assist in writing project reports. 
• Other program related tasks given by direct supervisor. 

Desirable

• Experience in working with elderly people.
• Coordination, collaboration, and negotiation skill.
• Experience in overseeing the work of staff at the local level, such as social workers and volunteers.
• Knowledge of HelpAge International principles.

Safeguarding  

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older people and their communities, and to make an impact that matters.

We value diversity and inclusion as core to our culture, and we strive to engage and inspire everyone to bring their unique qualities to the workplace.

HelpAge International is committed to safeguarding all people who come into contact with our work, including older people, at-risk adults, children, and our staff. Therefore, HelpAge employees are also be responsible for:  

• Preventing harm and abuse from our people, operations and programmes to anyone that encounters our work;  
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism;  
• Complying with all safeguarding framework policies and practices  
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures.