Project Manager - Ukraine

INTERSOS is an independent humanitarian organization 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-60-10279 Duty station: Mykolaiv, with field visit to Kherson Starting date: 01/10/2026 Contract duration: 8 months

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 south Khersonska oblast where the conflict is intensifying and critical infrastructure damages prevent 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, Kiev 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 budget holder for the whole UHF-funded project grant/budget and supervises/monitors closely the financial planning, liquidity planning and budget utilization/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 close log frame and work plan monitoring.

Main responsibilities and tasks

Main responsibilities

Ensures the planning, implementation and monitoring/evaluation and sets targets as included in the project description. Flag significant deviation from the program implementation plan and estimated expenditures; alert relevant staff.

Guarantee an efficient financial management as main budget holder for the project in compliance with INTERSOS’ model and donor regulations.

Team/HR management (staff and volunteers)

Deliver quality project activities reporting, including the 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 clear understanding of INTERSOS program and country strategy among project team – ensure also timely input/feedback by team on strategic issues.

Support the Program Coordinator in program/project development.

Ensure that program delivery matches INTERSOS and donor technical minimum standards and seek technical section and MEAL department guidance and tools.

Ensure clear overview of actors and services in area of intervention, permitting development and implementation of partnerships and referral pathways.

Administrative and office support activities (agreement, amendments, signed reports, communications, etc.), ensuring documentation cycle is up to date, and ensure all departments’ requirements are aligned and addressed.

Detailed responsibilities and tasks

Ensure the full and timely implementation of the project proposal as approved, pro-actively respecting deadlines for reporting:

Project kick-off and presentation/sharing of project with teams

Review and prepare a detailed activity plan with team

Verification on the targeting of beneficiaries

Financial management and procurement

Prepare, monitor and implement financial and procurement plan

Prepare financial plan

Approval of all purchases/contracting and budget line allocations

Verify the bookkeeping entries in the INTERSOS accounting spread sheets (JOURNAL): verify budget line allocations, budget expenditure status against actual delivery and the financial plan for the remainder 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 prior to finalizing the interim and final financial reports

Holds final responsibility for verification of all support documents’ completeness and correctness.

People management

Agree and establish clear reporting and communication lines

Team recruitment, liaise with HR Department to secure up to date HR files.

Permanent on-job coaching of teams to work on quality in delivery.

Manages and evaluates 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 to the mission and adhere to INTERSOS Code of Conduct and Charter of Values.

Monitoring & evaluation

Ensure monitoring and verification for the targeting of beneficiaries.

Applying a result-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 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 analyses reports on monthly bases to be reflected in INTERSOS 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 output 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 outlet.

Coordination and representation

Support the Program Coordinator / Technical Coordinators in attending cluster meetings and ensure timely reporting of highlights and relevant information for intervention area.

Participate in regular meetings with the donor representatives and facilitates field visits by donor missions (when security allows for), in coordination with the Program Coordinator.

Ensure systematic information and update sharing with the program coordinator

Perform any other related duties as required.

Required profile and experience:

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

Minimum 3 years of professional experience in management of humanitarian project/program, including financial management and logistics responsibilities

Minimum 1 year experience in the implementation of multi-sector humanitarian programming and in security context analysis

Experience in establishing and maintaining collaborative relationships with donors and government counterparts, and with donors compliance and reporting

Experience in complex emergency settings

Skills required

Strong representation and negotiation skills

Administration, finance and budget management skills

Essential computer literacy (word, excel and internet)

Analytical thinking, analysis capacity and strategic program development skills

Fluent English (written and spoken)

Ability to ensure quick quality delivery in stressful environments

Ability to adhere to deadlines and respect line management

Strong interpersonal skills: communication, diplomatic skills

Leadership, people management and development

Organization and problem solving

Commitment to INTERSOS principles

General conditions and benefits:

Salary range: 10 - 3.362€ - 3.792€ monthly gross

Accommodation: Shared Guesthouse

R&R: 7 days of psycho-physical recovery every 8 weeks + 1000€ allowance.

Annual Leave: 2.5 days per month

Medical insurance for the staff

Transportation and visa: Round-trip flights. For missions lasting at least 9 months, an additional flight ticket to the Country of residence and return to the mission will also be provided.

Induction: one week of online induction before the deployment

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