Ukraine: Project Manager – Lviv – Ukraine

Fixed term | 6 months | as quickly as possible

TO ACT

Established in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of the world’s most vulnerable countries affected by conflict, disaster or socio-economic hardship. With a team of 7,000 national collaborators and 400 international collaborators, ACTED implements 500 projects per year to support more than 20 million beneficiaries, especially in hard-to-reach areas.

ACTED goes to the last mile through programs and approaches that go beyond the immediate emergency to longer-term livelihood reconstruction and sustainable development opportunities. Guided by the motto “Think Local, Act Global” and its 3Zero strategy – Zero Exclusion, Zero Carbon, and Zero Poverty – ACTED puts local territories at the center and provides support tailored to local needs.

ACTED Ukraine

ACTED began operations in eastern Ukraine in 2015 to provide support to vulnerable people affected by the conflict that began in 2014. In 2022, as refugees flee clashes across Ukraine sparked by military operations, ACTED is now expanding its activities to provide essential assistance to displaced people in the main host areas and to support self-help groups and local organizations that have spontaneously formed. As the number of civilian casualties continues to rise and damage to critical infrastructure increases, ACTED is stepping up its humanitarian assistance to help ensure that people in transit, internally displaced or remaining in hotspots receive the basic support they need, including cash assistance, water, food and hot meals, blankets, hygiene supplies and access to mobile heating points. Finally, ACTED is also participating in the ongoing efforts to provide humanitarian aid to refugees in the neighboring countries of Poland, Romania and Moldova where 3 Humanitarian Response Teams have been deployed.

You will be in charge of

1.Project planning

• Develop overall project implementation strategy, systems, approaches, tools and materials
• Organize project kick-off and closing meetings
• Plan the different stages of project implementation and set the direction by prioritizing and organizing activities and resources to achieve project objectives

2. Monitoring of project implementation

• Oversee and manage the implementation of the project ensuring that quality and technical standards are considered and adhered to during the implementation of the project(s)
• Organize regular project coordination meetings with the project team
• Ensure that budget utilization and achievement of physical targets are reviewed at least monthly in line with the work plan
• Ensure that project implementation is on time, on target and on budget, using effective M&E systems to achieve desired impacts
• Ensure that the project is implemented in accordance with relevant ACTED technical guidelines and standards
• Anticipate and mitigate risks and resolve unforeseen issues during project implementation
• Regularly update work plan, results tracking, PMF and other relevant documents for effective project management

3. Administration and operational management of project implementation

3.1. Finance

• Review BFUs and provide accurate forecasts with BOQs
• Forecast the project’s monthly cash flow needs and submit them to the Board

3.2. Logistics

• Contribute to the development of supply plans
• Send accurate and precise order forms in a timely manner
• Contribute to quality checks and procurement committees to finalize supplier selection according to the applicable scenario
• Confirm quality of material selection, if applicable
• Ensure proper management and use of project assets and inventory
• Plan team travel based on available fleet and applicable policies

3.3. Administration/HR

• Participate in the recruitment of technical staff (development of organizational charts, ToR, development of tests and review of these; interviews, etc.)
• Ensure that project staff understand and are able to fulfill their roles and responsibilities
• Monitor work plans and daily activities of project staff
• Manage project staff in collaboration with sector coordinators
• Ensure a positive work environment and good team dynamics
• Undertake regular staff appraisals and track career management
• Manage interpersonal conflicts
• Ensure staff capacity building in the sectors concerned

3.4. Transparency

• Ensure that project files and documents (flat files, list of beneficiaries, donation certificates, attendance sheets, etc.) are properly prepared, compiled and filed in accordance with ACTED procedures
• Ensure that staff know and adhere to ACTED’s code of conduct and FLATS procedures

3.5. Security

• Ensure that each member of the project team is aware of security issues, policies, SOPs and follows them accordingly
• In cooperation with the relevant Security Officer, monitor the local security situation and inform the Country Director or Area Coordinator and the Country or Area Security Officer of developments through regular written reports;
• Contribute to the updating of safety instructions in the project intervention area;

4.External relations

• Support, facilitate or undertake communication and liaison activities to actively consult and engage beneficiaries, key informants, actors, partners and stakeholders at all stages of project design and implementation
• Cultivate good relations with key humanitarian actors – local and international, including government authorities and non-state actors, through regular participation in technical meetings and bilateral meetings
• Ensure that at all times contact with beneficiaries is conducted in a sensitive and respectful manner
• As required, liaise with donors and work closely with partners on project updates, site visits and other communications
• Identify opportunities for collaboration and coordination of efforts with other organizations to ensure that our activities build on – rather than duplicate – the work of others

5. Quality control

• Evaluate the activities undertaken and ensure efficient use of resources;
• Undertake regular field visits to provide technical advice and supervision as well as to regularly monitor the progress of project activities
• Ensure lessons learned are documented, shared and reflected in project planning and decision making
• Advise and assist in project reviews conducted by AMEU
• Ensure quality control, analysis of added value and impact, identification and capitalization of best practices and lessons learned and provide relevant feedback for the development of new projects
• Identify and analyze gaps, ACTED’s added value, synergies and opportunities in the areas where the project(s) is/are being implemented and transmit relevant information to the N+1

6. Reports

• Provide regular and timely updates on progress and challenges to supervisors and other team members
• Write (internal) narrative reports and contribute to financial reporting through regular budget monitoring.
• Contribute to the drafting of (external) project progress reports, ensuring the quality and accuracy of the technical information provided

Expected skills and qualifications

• Experience in project management in the required sector, in emergency and/or development
• Proven leadership and management skills required (large team)
• Excellent verbal and written communication skills in English
• Knowledge of the local language and/or regional experience is an asset
• Ability to work well under pressure

Conditions

• Salary between 2300 and 2400€ monthly (before income tax), depending on level of studies, level of security, etc. as well as a monthly living allowance of $300
• Accommodation and catering provided in ACTED guest house
• Pension, health insurance, life insurance and repatriation assistance (& unemployment insurance for EU citizens)
• Flight tickets every 6 months and visa costs covered
• Participation in the transport of luggage: up to 100 kg, depending on the duration of the contract
• R&R every 3 months, airfare covered up to $500 and $200 stipend
• Annual leave of 25 to 43 days per year
• One-week pre-departure training at ACTED HQ, including 3-day on-site security training
• Tax advice (free 30-minute call with a tax advisor)
• Psychological assistance