Project Support Officer/ Manager of the regional office in Sumy in Medair Ukraine

Overall Purpose: The PSO works as an essential member of a diverse team committed to serving the most vulnerable through care and support. He/she will perform administrative and logistical functions as well as liaise with key authorities. He/she will ensure the cost-effective operation of Medair's support teams. 

Project Overview: Medair began operating in Ukraine in early March 2022 in response to the conflict between Russia and Ukraine. Health, mental health, housing, distribution and water and sanitation interventions are delivered by a diverse team of professionals located across the country. Some are static, others are mobile to support multiple locations.

Primary Duties and Responsibilities

• Deputy Program Coordinator, which will include coordination of functions and oversight of program and support teams.

Program and Quality Management

• Upholding humanitarian principles of humanity, neutrality, impartiality and independence.
• Respecting Medair's values ​​at all times, both on and off the job
• Knowledge, understanding and adherence to internal Medair policies and procedures.
• Adherence to the Medair Internal Personnel (ENC) Manual and Regulations.
• Work closely with appropriate parties, internal and external, to ensure effective logistical support for the team
• Support in analyzing and prioritizing activities based on needs identified during current assessments.
• Identifying, engaging and recommending local professional service providers based on their ability to implement quality technical emergency response measures
• If necessary; mobilizing/recruiting a team of temporary workers (skilled and unskilled), offering training that would correspond to the required tasks, providing them with all the necessary tools for work and coordinating their participation in the project.

Financial and material and technical management

• Logistics support of the office, facility maintenance, fleet management, equipment management.
• If necessary, contact with the lessor of the premises and/or agent.
• If necessary, contact with the lessor of the car.
• Support of financial reporting for all types of activities and resources.
• Support of the logistics team in matching and rationalizing similar projects for increasing procurement savings.
• Maintain accurate records to support payment of suppliers and workers for infrastructure, shelter and water/sanitation activities.
• Support logistics team in quality control of purchase requisitions , submitted for infrastructure, water and shelter projects.

Communication and coordination

• Effective collaboration with various stakeholders, including multi-sector project groups, support services (for example, HR, finance, security) and zoexternal parties (e.g. NGOs, government, suppliers, service providers) to ensure timely delivery of work plans.
• Providing proactive support to line manager for other tasks as requested.

• Support the Program Coordinator to ensure that projects are implemented in accordance with donor requirements and in accordance with Medair, donor, country and international standards.
• Monitor the work of contractors and workers in the field of infrastructure, shelter and water supply through regular site visits. Pay particular attention to health and safety, technical quality, sustainability (i.e. waste management), and beneficiary engagement and feedback.
• Provide feedback on the performance of contractors/casual workers, seeking guidance on resolving any what issues.
• Adherence to Medair's COVID-19 protocols and their dissemination during the implementation of infrastructure/shelter measures.
• Active support and management of Medair's beneficiary feedback mechanism - positive and negative.

Qualification / Experience

Professional qualification

• Professional / specialized / technical qualification in the relevant field
• Knowledge of relevant construction materials / methods.

Work experience< /p>

• 2 years of professional experience. Minimum of 3 years of experience in logistics, preferably in an NGO
•  Management experience. Humanitarian experience. Experience in design and construction will be an advantage. 

Languages

• Good Ukrainian (spoken and written)
• Written and spoken English

IT 

• Competent and experienced user of MS Office software , including Word and Excel         

Motivation 

• Passionate about serving the most vulnerable. Enthusiasm. Self-motivated.
• Willingness to learn. 

Team building

• Team motivator, coordinator with excellent team building skills. 
• Team player with excellent communication skills. 
• Willingness to support others and share the load. 
• Ability to build potential. 
• Previous experience working in a multicultural team. 
• Experience in teaching/mentoring staff. 

Adaptability 

• Flexible and willing to perform other relevant tasks to facilitate project completion. 
• Problem solver.
• Creative, open, flexible, capable of self-learning. 
• Ability to work under pressure and manage personal stress levels.

Technical expertise

• Strong communication, especially verbal.

   Management and Leadership 

• Able to prioritize and manage time. 
• Able to present clear and accurate data.

MEDAIR BRANCH IN UKRAINE strives to create diverse and inclusive workplaces and is an equal opportunity employer employment For bльш детальною інформацією просимо зв'язатись із нами.  

The PSO works as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care. The PSO will lead administrative and logistical functions as well as liaison with key authorities. He / She will ensure the cost-effective running of the Medair support teams. 

Medair began operating in Ukraine early in March 2022 in response to a conflict arising between Russia and Ukraine. Interventions in the sectors of Health, Mental Health, Shelter, Distributions, and Water & Sanitation are delivered by a diverse team of professionals located across the country. Some are static, other are roving to support multiple locations.

Leadership

• Deputise for the Program Coordinator, which will include coordination of functions and oversight of program and support teams.

Program and Quality Management

• Uphold the humanitarian principles of humanity, neutrality, impartiality, and independence.
• Respect the Medair values at all times, both within and outside of working hours. 
• Know, understand, and comply with Medair internal policies and procedures.
• Adhere to Medair Employees on National Contract (ENC) handbook and regulations.
• Work closely with relevant parties, internal and external to provide effective logistical support to the team
• Support in the analysis and prioritisation of interventions based on needs identified through desktop studies.
• Identify, engage, and recommend local professional service providers based on their capacity to implement quality technical responses in an emergency timeframe
• Where appropriate; mobilise/recruit teams of casual workers (skilled and unskilled) offering proportional training to the required tasks, equip them and coordinate their project engagement.

Financial and Logistical Management

• Logistical support for the base, facility maintenance, fleet management, equipment management.
• Liaise with house owner and/or the agent as necessary.
• Liaise with car lease owner as necessary.
• Maintain financial accountability of all activities and resources.
• Support logistics teams in collating and rationalising similar projects to increase economy in procurement.
• Keep accurate records to support supplier and labour payments for Infrastructure, Shelter and WASH activities. 
• Support logistics teams in quality control of purchase requests raised for Infrastructure, WASH and Shelter projects.

Communication and Coordination

• Work effectively with various stakeholders including multi-sector project teams, support functions (e.g. HR, Finance, Security) and external parties (e.g. NGOs, government, suppliers, service providers) to ensure timely implementation of work plans.
• Provide proactive support to the line manager for other tasks as requested.

Quality Management

• Support the program coordinator to ensure projects are implemented in line with donor requirements and in accordance with Medair, donor, country and international standards.
• Through regular field visits, monitor performance of Infrastructure, Shelter and WASH contractors and labour teams. Specifically monitor the health and safety, technical quality, environment consideration (i.e., waste management) and beneficiary engagement and feedback.
• Provide feedback on the performance of contractors/casual labour, seeking guidance as required for dealing with any issues.
• Observe and promote Medair’s COVID-19 protocols throughout the implementation of infrastructure/shelter interventions.
• Actively support and lead Medair’s beneficiary feedback mechanism—positive and negative.

Qualification / Experience

• Professional / vocational / technical qualification in a relevant field
• Knowledge of appropriate construction materials/ methods.

 Work experience 

• 2 years Post-qualification professional experience. 
• Minimum 3 years work experience in logistics, preferably in an NGO setting

 Management experience.

•  At least five years of experience working in the design and construction industry. 
• Humanitarian experience. 

 Languages 

• Good Ukrainian (spoken and written)
•  English written and spoken 

IT 

• Competent and experienced user of MS Office software, including Word and Excel         

 Motivation 

• Passionate about serving the more vulnerable. 
• Enthusiasm. 
• Self-motivated. 
• Desire to learn. 

 Team-building 

• Team motivator, coordinator with excellent capacity for team building. 
• Team-player with excellent inter-personal skills. 
• Willing to support others and share workloads. 
• Aptitude for capacity-building. 
• Previous experience working in a multi-cultural team. 
• Experience in training/mentoring staff.

Adaptability 

• Flexible and willing to perform other relevant tasks in order to facilitate the running of the project. 
• Problem solver.
• Creative, open-minded, flexible, self-learner. 
• Capacity to work under pressure and manage personal stress levels.

 Technical expertise 

• Strong communication, particularly verbal.

 Management and leadership 

• Able to prioritise and manage time. 
• Able to present clear and accurate data.

MEDAIR UKRAINE BRANCH strives to create diverse and inclusive workplaces and is an equal employment opportunity employer. For more detailed information, please contact us.