Program Manager

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Last update: 10 days ago Last update: Jan 24, 2023


Deadline: Jan 27, 2023 Deadline for applications has passed
Location: Ukraine Ukraine
Organization: Access Aid Foundation
Sectors: Humanitarian Aid & Emergency, Programme & Resource Management Humanitarian Aid & Emergency, Programme & Resource Management
Job type: Contract, 12 months +
English English
Work experience: From 3 years
Date posted: Jan 24, 2023


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The Program Manager is responsible for the direct oversight and overall management of AAF’s humanitarian projects in the whole of Ukraine. The PM supports the program response and the support teams by providing information on the progress of the programmatic interventions, providing direction to individual program officers on their projects and ensuring a multi-sectoral and/or integrated approach across programs where feasible.

The post-holder will take part in developing the response strategy and identification of the necessary resources for the response. In coordination with the support teams and programs advisor, the PM will support Program officers to incorporate the relevant thematic advisory to provide appropriate design, training and MEAL functions for programming in Ukraine. The PM will establish working relations with other agencies, looking for opportunities for partnership and fundraising with donors to ensure resources are made available to the response.

Main responsibilities and tasks

The Program Manager will:

Ensure the planning, implementation, and monitoring/evaluation and sets targets as included in the project description.
Guarantee efficient financial management for the project in compliance with AAF’s model and donor regulations.
Team management and project integration assurance for teams working at the targeted health facilities, mobile units, and centers in order to guarantee project quality as per required standards.
Deliver quality reports for donors, authorities, and AAFs in good quality and timely manner, including the findings in terms of impact/changes at the level of beneficiaries achieved through the project.

More specifically:

Ensure proper planning of the activities to be implemented:
Liaise with the admin-fin department to secure proper staff recruitment and regularly update HR files
Prepare and organize training for volunteers and team members
Organize and conduct project kick-off and presentation/sharing of the project with teams
Prepare and regularly review a detailed activity plan with the team
Verify the targeting and selection of the beneficiaries
Permanent on-job coaching of teams to work on quality in delivery
Ensure security monitoring for teams’ daily movement and report incidents/concerns in a proactive manner to the Head of Mission and Security Focal Point

Financial management and procurement:

Prepare, monitor, and implement financial and procurement plan
Prepare weekly liquidity plan
Verify and approve all purchases/contracts and budget line allocations
Verify on a weekly basis the book-keeping entries in the AAFs accounting spreadsheets: verify budget line allocations, budget expenditure status against actual delivery, and the financial plan for the remainder project implementation period, in coordination with the finance department
Ensure for all purchases/contracts of goods/services/supplies the correct AAF procurement guidelines are applied and properly documented (also for the procedures applied by the municipalities), in close coordination with the admin-fin and logistics department
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

Manage team and provide relevant capacity building and on-job coaching to the project team:

Manage and evaluate the performance of the project staff directly managed and ensure that evaluation procedures are implemented for the rest of the team
Conduct weekly and monthly meetings with the team to review the planning and discuss the main concerns to focus on for the upcoming period
Ensure the use of correct/relevant forms for assessments and reporting by the team
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.
Ensure teams respect AAFs rules and guidelines to the mission and adhere to AAFs code of conduct and charter of values

Monitoring & Evaluation:

Ensure monitoring and verification for the targeting of beneficiaries, also through ad-hoc monitoring tools and field visit
Ensure full accountability to the beneficiaries


Ensure quality reporting on achievements against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities.
Secure weekly and monthly reporting per team and compile, review and analyze reports on monthly bases to be reflected in AAF’ PAT reporting tool
Hold final responsibility for all support documents (means of verification) and general project documents
Deliver regular communication products (including pictures) on the project to be used by the AAF communication department in different outlets

Coordination and representation:

Attend the relevant cluster meetings and ensure timely reporting of highlights to the Program Coordinator and Technical Coordinators.
Ensure regular updates to donor representatives in coordination with the Program Coordinator.
Coordinate with relevant line ministries and local authorities for the implementation of the project.
Support AAF with the implementation of the Country Strategy, in particular for the development of specific and detailed sector strategies.
Perform any other related duties as required.

Required profile and experience


Advanced university degree in the humanitarian related field (international relations, social studies, IHL, IHRL)

Professional Experience

Minimum of 3 years of relevant work experience at a similar position in a humanitarian context required
Previous experience in an actively hostile environment is highly desirable

Professional Requirements

Strong and proven understanding of the humanitarian operating context, donors, security, and financial management in the humanitarian context
Strong knowledge of institutional donor procedures
Very strong skills in computer (excel) and admin/finance procedures
Knowledge of the regional coordination mechanism
Proven experience in the management of UN funds is a plus.
Risk management knowledge is an asset.
Ability to define country and program strategies
Ability to administrate funds, logistics, and human resources
Previous proven experience in proposal writing from secondary data is an asset


Knowledge of Ukrainian/Russian is highly desirable

Personal Requirements

Organization skills, delegation, and empowerment approach of the supervised team
Leadership and interpersonal skills
Flexibility and agility
High resilience to stress

How to apply

Applications including an updated CV in English should be submitted to: before the 27th of January 2023.

Please, include in your e-mail the subject line "Program Manager-Ukraine".
Any email without this subject line will not be considered.
Submit your CV in PDF format.
salary expectation to be mentioned in the email.

CVS after the deadline will not be considered. Only complete applications will be reviewed and contacted.

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