Project manager-Coordinamento
Descrizione
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-60-9778
Duty station: Odesa, with frequent visits to Mykolaiv and Kherson
Starting date: 15/05/2025
Contract duration: 15/08/2025
Reporting to: Program Manager (if absent, he/she reports to Program Coordinator)
Functional Supervisor: N/A
Supervision of: Programme Staff
Type of Duty Station: Non-family duty station
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 oblast 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, Khersonska, Mykolaivska and Dnipropetrovska, Kharkivska Oblasts with bases of operations and warehouses in Dnipro, Kharkiv, Kherson and Odesa, allowing a wide geographical coverage. Moreover, INTERSOS is currently implementing Health, Protection, and NFIs interventions, funded by GFFO, OCHA 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 the budget holder for the whole project grant/budget and supervises/monitors closely the financial planning, liquidity planning and budget utilization/burn rate monitoring.
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 a 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 efficient financial management as the 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 a clear understanding of INTERSOS program and country strategy among the project team—ensure also timely input/feedback by the 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 the area of intervention, permitting the development and implementation of partnerships and referral pathways.
- Administrative and office support activities (agreements, amendments, signed reports, communications, etc.), ensuring the documentation cycle is up to date, and ensuring all departments’ requirements are aligned and addressed.
Detailed responsibilities and tasks:
- Ensure the full and timely implementation of the project proposal as approved, proactively respecting deadlines for reporting:
- Project kickoff and presentation/sharing of the project with teams.
- Review and prepare a detailed activity plan with the team.
- Verification of the targeting of beneficiaries.
Financial management and procurement:
- Prepare, monitor and implement financial and procurement plan.
- Prepare the financial plan.
- Approval of all purchases/contracting and budget line allocations.
- Verify the bookkeeping entries in the INTERSOS accounting spreadsheets (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 the 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 and 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 analyse reports on a monthly basis to be reflected in the 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 reflecting 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 outlets.
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
Education
- Advanced university degree in Social Sciences, Political Sciences, International Relations, Humanitarian and International Cooperation or related field
Professional Experience
- 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.
Professional Requirements
- Capacity of establishing and maintaining collaborative relationships with donors and government counterparts, and with donors' compliance and reporting.
Languages
- Fluent written and spoken English
- Italian
Personal Requirements
- Strong representation and negotiation skills.
- Ability to ensure quick quality delivery in a stressful environment.
- Ability to adhere to deadlines and respect line management.
- Strong interpersonal skills: communication, diplomatic skills and problem-solving.
- Leadership, people management and development.
- Organization.
- Commitment to INTERSOS principles.
HOW TO APPLY:
Interested candidates are invited to apply following the link below:
https://www.intersos.org/en/field-eng/#intersosorg-vacancies/vacancy-details/67bf3cf9d6214f030896727c/
Please note that our application process is made of 3 quick steps: register (including your name, email, password and citizenship), sign-up and apply by attaching your CV in PDF format. Through the platform, candidates will be able to track their applications’ history with INTERSOS.
Please also mention the name, position and contact details of at least three references: two line managers and one HR referent. Family members are to be excluded.
Only short-listed candidates will be contacted for the first interview.
