Base: Kyiv
Lenght: 1 year with possibility to extention
Starting date: ASAP
About the Ukrainian Programme of People in Need:
PIN has been working in Ukraine since 2014, providing emergency relief and early recovery support to conflict-affected communities in Government Controlled Areas (GCA) and Non-government control areas (NGCA). Due to the escalation of the war in 2022, programmes for war-affected communities focus mainly on WASH, Shelter, Protection, including recovery, among other pressing needs. PINโs contribution to the Ukrainian humanitarian response is amongst the largest, with an annual turnover of close to $100 million, engaging full-time staff members across Ukraine.
About the role:
The Head of Consortium (HoC) will provide leadership and management (overseeing design, delivery, quality, M&E and advocacy) of the 7th and 8th phase of an ECHO funded ACCESS Consortium project focused on the provision of multi-sectoral humanitarian assistance to conflict-affected populations in hard-to-reach front line areas of Ukraine. The sectors include Shelter, WASH and Protection, and evidence-based advocacy, as well as RRM. The Consortium project also channels funds to support in-depth humanitarian needs assessment and response coordination. The HoC is responsible for the coordination of the Consortium, which currently includes the following partners: PIN as lead agency, ACTED, IMPACT Initiatives (REACH), as well as national agencies Right to Protection (R2P), New Way and Assembly of People with Disabilities of Ukraine.
Internal Relations:
The HoC reports directly to the Country Director and manages Consortium Unit. HoC coordinates closely with the Deputy Country Director for Programme Quality and Programmes Implementation Director, Grants and Reporting Department, Finance department, as well as with HQ focal points.
External relations:
The HoC works with a high degree of autonomy and is responsible for regularly coordinating with staff across all agencies, from field to head of agency level, and for facilitating Consortium management meetings (Steering Committee and Program Implementation Unit) with the consortium partners. The HoC represents the Consortium as needed at UN Cluster Meetings, General Coordination Meetings and working groups. The HoC is also the principal point of contact for ECHO in-country and for representative duties, as needed, related to advocacy and communications initiatives.
Main Duties & Responsibilities:
Project cycle management:
- Lead the design, and coordinate the development of Consortium funding proposals;
- Hold accountability for planning, action design and delivery of objectives, strategies, plans and budgets of the Consortium led Action;
- Ensure the delivery of agreed outputs of the Consortium and that these outputs comply with both internal and external quality standards;
- Facilitate the Consortiumโs Steering Committeeโs work and organize regular meetings with the aim to enable efficient coordination of program activities and effective learning;
- Facilitate monthly meetings with Consortium members on program management issues;
- Lead management and compliance oversight of all joint aspects of the Consortium, including financial and human resources;
- Liaise between different components of the Consortium whilst being neutral to all Consortium partners;
- Cooperate closely with PIN and Consortium agenciesโ program departments on programmatic synergies and complementarities with the aim to identify issues to address and make recommendations for improvement;
- Ensure that Consortium activities are implemented according to the initially agreed work plan and project design;
- Consolidate and finalize narrative reports, and assist with review and approval of financial reporting;
- Coordinate and oversee data management procedures for Consortium documentation, contact lists, project documents and so forth.
Budget and Finance
- Ensure that financial and contractual obligations are followed according to ECHOโs rules and regulations;
- Conduct regular budget and finance meetings with Consortium partners to ensure the spending is according to the initially agreed budget;
- Ensure that operational and administrative procedures are followed according to ECHO guidelines, MoUs and cooperation agreements between PIN and Consortium partners;
- Coordinate with partner Finance and Operations focal points to problem solve as needed, approve changes and revisions to budgets, and to ensure that partner contracting and supervision processes across the Consortium are effective.
Communication and Coordination
- The Head of Consortium is the focal point for all Consortium related partnerships and stakeholders, including managing the relationship with ECHO in-country;
- Strategize on the engagement of national and international stakeholders in the action, including representing the Consortium in coordination mechanisms and various advocacy fora;
- Ensure a high quality of communication among the Consortium partners and, in close coordination with PINโs Head of Advocacy and Communication, provide professional recommendations and relevant data to strengthen advocacy efforts of the Consortium action;
- Oversee the development of case studies and relevant communication materials and share and promote these;
- Act as the spokesperson for the Consortium with high-level stakeholders nationally and internationally;
- Programme Development and Quality
- Be accountable for quality assurance of performance measures (e.g. outcome indicators, interim milestones, and the efficacy of the overall monitoring and evaluation systems);
- Oversee the development and implementation of the Monitoring and Evaluation framework for the Consortium and be available to provide programmatic and monitoring guidance as needed;
- Exercise strategic leadership on capacity development, identifying requirements for organizational capacity building and the development and implementation of capacity building activities;
- Develop, in coordination with the Consortium partners, ECHO, and other stakeholders, lessons learned in the design and implementation of Consortium activities and means of responding to these.
Staff Management:
- Direct management of the Consortium Unit members, including Grants and Reporting, MEAL and Finance coordinators and officers
- In cooperation with relevant colleagues (HR Manager, Deputy Country Director for Systems and Operations), responsible for relevant HR processes, including recruitment, performance management, professional growth and capacity building;
- Responsible for day-to-day team management (planning, approval of leave requests, time), handling of disciplinary issues in cooperation with HR;
- Ensures overall provision of and adherence to PIN policies, procedures, guidelines, systems and standard practices;
Requirements:
- Minimum of 4 - 5 years of experience in managing/coordinating humanitarian projects;
- Bachelorโs degree in a field relevant to humanitarian or development management, a related postgraduate qualification preferred;
- Experience in coordinating projects with multiple stakeholders or working within the humanitarian coordination system;
- Proven relationship and partnership management capacity, and experience working and communicating across organizations (from Country Directors to technical leads);
- Highly knowledgeable in project design, logical frameworks, proposal development, M&E and reporting standards and processes;
- Capacity to provide authoritative guidance in areas of Consortium programming and to coach and mentor members of the team;
- Financial management experience and basic familiarity with the operational components of a humanitarian response;
- Familiarity with NGO working environments and standard procedures;
- Familiarity with ECHO-funded projects is an asset;
- Advocacy/policy experience a plus;
- Experience in a conflict/post-conflict environment a plus;
- Fluent in English; Ukrainian is a plus;
- Strong oral and written communication skills.
PIN offers:
- Working environment in a well-established and continuously growing humanitarian organization in a challenging context;
- Salary and benefits according to PIN salary scale and HR policies; expected salary 2850-3450 EUR super gross - based on experience
- Monthly subsistence allowance 1350 EUR;
- Hardship 400 Eur
- Accommodation/housing allowance;
- 25 days of holiday per year
- R&R policy;
- Travel health insurance;
- Reimbursement of travel expenses with travel to the country of residence once every 6 months of work;
- Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;
- Reimbursement of the medical check-up before and after the deployment;
- Free 24/7 medical helpdesk and psychological consultation available online;
- Free access to e-learning sites, global PINโs Induction Training, Knowledge and Learning department onboarding, and individually tailored capacity-building opportunities; incl. HEAT training.
Security Situation in Ukraine
Humanitarian workers continue to operate throughout Ukraine, although the front line areas and settlements in the vicinity to it are being shelled almost constantly, and main cities are being quite regularly targeted with long-range weapons that include missiles and UAVs. PIN security SOPs require PIN staff to proceed to shelter should the risk level be assessed by the Security Department as the highest (launch of missiles or drones) and remain there until the air raid siren is cancelled, which cumulatively can be several times a week, occasionally for several hours at a time (although shorter periods are as well occurring). At the moment both military and civilian objects are being targeted, including in the west of Ukraine, which still is considered a safer part of the country. While Kyiv enjoys relatively strong air defence systems that are intercepting most of the missiles and UAVs, other regions are covered much less significantly which results in bigger damage. Outside of the areas in the vicinity to the contact line, services such as medical care, shops, public transportation as well as restaurants or leisure facilities remain operational