Project Manager

MISSION:

The humanitarian aid organization Arzte der Welt e. V. is the German division of the international network Medecins du Monde/Doctors of the World (MdM). The 17 national members of the network implement domestic and international health care projects, currently almost 340 projects in 75 countries around the world.

MdM provides emergency medical aid in disaster and crisis situations, supports access to health care and, if possible, assists with reconstruction measures. The network is also active in risk reduction and preparedness as well as long-term development co-operations in neglected regions around the world that receive little public attention. MdM ensures that its health services are provided equally to the most vulnerable citizens, refugees, internally displaced people and host communities, regardless of their ethnic, social, religious or political background. 

MdM has been operating in Ukraine since 2015, targeting the most vulnerable communities and people by improving access and quality of health care services for the population. Since February 2022 MdM has restructured its setting in Ukraine and adjusted the programme accordingly. Currently MdM GE maintains a coordination office in Dnipro and field offices in Vinnytsia and Kramatorsk. The emergency response in Ukraine is currently implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors) to IDPs and strengthening the local health system through distribution of medicines and medical supplies to several hospitals and primary health care facilities.

GEOGRAPHICAL SCOPE OF INTERVENTION:

The Project Manager is based in Kramatorsk. 

ORGANIZATION CHART

Line Manager: General Coordinator. 

JOB SUMMARY

Under the supervision of General Coordinator and technical Unit will assist him/her in the following tasks: 

The Project Manager is responsible for the management of the implemented projects and representing the MdM field office in Kramatorsk and the Donetsk Oblast, supervising its operational and programmatic activities of MdM GE. The position reports to the General Coordinator, with support by the technical coordinators (MHPSS, Health, Program, Logistics, and/or Finance/Admin). The main objectives for the position include: 

• Supervising implementation of the programmatic activities in Donetsk region.
• Assuring quality of provided services as per agreement(s) with donor organization(s) and MDM GE standards.
• Overseeing and managing day-to-day operational management in Kramatorsk office.
• Contributing to proposals, reports, and budget planning.
• Acting as central contact person for MdM GE Kramatorsk office. 

 Essential tasks

1. Programming

Project Team management

• Oversees Health and MHPSS teams on their daily activities,
• Supports the development of quality referral pathways for Program needs identified through MdM activities,
• Follows up the quality of both Health and/or MHPSS activities through field visits and monitoring of data collection processes,
• Maintains regular communication with field staff and technical departments to help improve overall intervention and responds to the needs that have been identified,
• Initiates, plans and implements needs assessments on program-relevant topics in collaboration with the technical departments
• Participates in the program strategy development and provides practical inputs based on lesson learned,
• Ensures that protection standards and policies are mainstreamed throughout the program in lens of Age Gender and Diversity (AGD) approach.

Reporting and proposal writing

• Contributes to donor reports and MdM standards, 
• Provides regular reporting (e.g., Situation Monthly Report) to the Communication Officer, detailing activities done, supervision, training given, assessments undertaken etc.,
• Contributes to data collection and presentation for advocacy activities on the mission level,
• Supports development of donor proposals and technical annexes,
• Contributes to developing clear objectives and indicators for project activities in collaboration with the MEAL team.

Capacity building

• Identifies needs regarding training needs of professionals and non-experts in collaboration with the Technical departments
• Contributes in the development of training material, and collaborates with training experts, delivers training according to set standards, 
• In collaboration with the technical departments, evaluates and reports capacity building activities within the team.  

2. Human Resources Management

• Manages national staff of Kramatorsk field office,
• Identifies staff gaps and elaborates solutions to adapt team set-up in close coordination with the General Coordinator and the involved technical departments 
• Prepares the drafting of job descriptions for new staff and updates job descriptions according to the actual needs (with the support of the involved technical department),
• Participates in the selection and onboarding of new staff,
• Provides follow up and approval working hours and leaves of the staff under his/her supervision,
• In collaboration with General coordinator, implement the staff assessment plans,
• In coordination with HR team, ensures that staff is trained on MdM Code of Conduct,
• Reports any HR issue to the General Coordinator and HR and supports in developing solutions.

3. Logistics & Safety

• Provides oversight to all aspects of the logistics department, including fleet and premises management, procurement management, warehouse, IT and asset/inventory management in Kramatorsk field office.
• Ensures that MdM GE policies and minimum standards as well as donor requirements are effectively applied and integrated into all logistical systems, structures, and procedures.
• Ensures that communication, transport, and other systems are strengthened to maintain appropriate safety & security for all staff, visitors, vehicles, and facilities in coordination with MdM standards and policies.

4. Finance/Administrative 

• Ensures that activities of Kramatorsk field office are implemented according to project budgets,
• Contributes to financial forecast and follows up on variation in spending (inflation, increased needs etc.) in close collaboration with the involved technical departments,
• Supports the Programme and/or Finance team in the review and update of project budgets.

5. Coordination with NGOs and local associations

• Maintains regular contacts with other NGOs and state organizations engaged in the provision of regional and community level, through meetings, training, workshops, etc.,
• Ensures coordination and communication with health partners and MdM project partners,
• Provides a short summary when meetings are attended. 
• Supports general coordination through regular discussions/ communication to enhance program implementation, design and development,
• Participates in biweekly Senior Management Team meetings
• In close coordination with the General Coordinator represents MdM Germany among other organizations at local level,
• Complies with all policies and procedures for MdM with respect to ethical code of conduct, fraud, equal opportunities, and other relevant policies.

 HIERARCHICAL & FUNCTIONAL LINKS

Hierarchical link: Line Manager: General Coordinator. 

 REQUIREMENTS:

• Language requirements: Advanced Ukrainian, English and Russian
• Computer requirements: Competency in MS Word and Excel.

 EXPERIENCE:

The successful candidate must have:

• Minimum 3 year INGO experience
• Excellent knowledge of English and Project Management_ is a great asset

Previous experience with NGO is an asset 

COMPETENCE PROFILE:

• Ability to work quickly, under pressure, and with short deadlines
• Necessity to manage priorities and to adapt them daily according to the context
• Flexibility to adapt to changing requirements
• Cultural sensitivity and ability to work in a multi-cultural environment-
• Ability to listen and share decisions
• Sense of humor
• Good writing and communication skills
• Team player
• Alignment with principles and ethics of Arzte der Welt

AVAILABILITY

Incorporation date: ASAP

Fixed term contract with possibility of extension depending on funding

Only applications submitted in English will be considered.

If a response to the application is not received within 15 days, such application shall be deemed rejected.

Our organisation welcomes people with disability to apply and be part of our team. The candidates with disability will be given an advantage during the selection process compared to the candidates with the same level of qualification.

Please note:

Doctors of the World promotes equal opportunities for all people. We adhere to a policy of positive regard for people who, due to a functional difference or social and/or cultural backgrounds, belong to groups that are underrepresented in the positions offered.

Therefore, no candidate who meets the professional requirements will be excluded from the selection process based on functional differences, social or cultural origin, race or ethnicity, sex, gender, or any other social or cultural characteristic.