Project Manager

Project Manager, Ukraine

Location: Dnipro and frequent travel to field locations

Position Type: National

Reports to: Head of Program Delivery

Position Status: Full-time, fixed term employment contract for the project period (6 months)

Line Management: Project Coordinator/Project Officers, but it depends by Project Organogram

Salary: Based on the HAI Salary Scale

About the HelpAge International

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.  

Job Purpose

The Project Manager will be responsible for the overall management 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

Key responsibilities Project Management (50%):

• Lead implementation of project using HAI programme management tools and in line with donor’s guideline

• Responsible for managing the budget, tracking expenditure against budget, overseeing procurement for the project authorization of expenditure and identifying areas of over and underspending.

• Responsible for developing a work plan and ensuring its implementation, including developing corrective action plans should as needed.

• Together with the Head of Program Delivery monitors delivery of activities and achievement of outputs and objectives.

• Chairs the monthly project review meeting with relevant project, support and management staff. Ensure that minutes are taken and shared and that action points followed up.

• 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.

• 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.

• Work closely with the finance and logistic team and update the monthly PMR, provide updated procurement plan and spending plan

• Work closely with Head of Program delivery ensure donors compliance in terms of reporting, and programme quality, engage in donor’s visits.

• Recruit POs and SWs through transparent, rigorous, and soundly justified procedures in line with HAI policies and values

• Manage PC and POs performance and development, providing appropriate and timely feedback

Coordination (30%)

• Work with MEAL team and maximize opportunities to integrate lessons learned and best practices.

• Encourage project cohesion through coordination and information sharing with and between all staff.

• Build relationships with authorities at the level of communities and hromadas. Ensure good communication of security relevant information in each location including various field sites and offices

• In coordination with the MEAL team, we 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.

• Ensure that all HAI Ukraine policies followed by POs and SWs.

• Ensure all project information (both programmatic and financial) for the audit is available and accessible in share point

• Ensure compliance with respect to Donor "Visibility" requirements (logos, photos etc.).

• Provide support on safety & security issues to PC, POs and SWs under the guidance from Line manager and Security Officer.

Reporting (20%)

• Prepare and edit donor required project reports for line manager review.

Let's talk about you

You will be someone with:

Essential:

• Strong knowledge and understanding of project management, able to ensure project quality and application of best practice

• Good knowledge of HAI Ukraine programming principles including gender, rights-based, case management and participatory approaches and techniques

• Excellent team working skills and the ability to work in a multi-cultural environment and establish effective working relationships

• Strong interpersonal and representation skills with the ability to network effectively.

• Ability to manage and develop team members

• Ability to write high quality reports and proposals

• Good communication skill both in English and Ukrainian

• Ability to contribute to and review budgets and monitor expenditure and logistics

• Able to prioritize work and meet tight deadlines

• Willingness and ability to travel and work across Ukraine as required

Desirable

• Experience or working knowledge of ageing and the issues facing older people in emergencies or development contexts

• Good written and spoken English

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 persons and their communities, and to make an impact that matters.

In addition, as an HelpAge employee you are expected to:

• Work collaboratively, building mutual trust and respect, with external organizations and partners to achieve our strategic aims and objectives; being accountable for the work you do together

• Adapt to new directions or opportunities arising within the organization and in your work area; being flexible in your role, constantly using the feedback to learn more and evolve further.

• Lead behavioral and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged

• Extend HelpAge’s reach and impact, by creating and identifying new business development opportunities and building relationships with new partners.

• Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalized by gender, economic status, disability and other factors of discrimination

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with.

Therefore, you will 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.

 How to apply

Attention! This vacancy is open for Ukrainian citizens only. The closing date for applications is the 15th  of January  2025. Please be aware that interviews will be scheduled on a rolling basis until the position is filled, and only short-listed candidates will be informed. If you did not hear from us within two weeks after the application closing date it means your application was not successful.