Partnership Coordinator in The Lutheran World Federation

Position Title: Partnership Coordinator

Position type: National

Number of Positions: 1

Reports to: Program Coordinator

Duty Station:  Kharkiv, Ukraine

The closing date for applications:  ASAP

The LWF Ukraine Program was established in 2022 with projects implemented in Chernihiv Oblast. Since 2023, the focus shifted to Kharkiv Oblast with engagements in shelter rehabilitation, winterization, education/school rehabilitation, various elements of protection, mental health and psychosocial support (MHPSS), and livelihoods. The work is coordinated from the office in Kyiv, with a field office in Kharkiv. LWF Ukraine coordinates and works closely with the Government of Ukraine, local authorities, the LWF member church (GELCU), ACT Alliance members, civil society organizations, UN agencies, local NGOs and other relevant actors. Currently shifting the focus on Shelters, MHPHSS, and education with the possible integration of WASH, NFIs, and livelihoods recovery across Kharkiv and Sumy oblasts.  

Job summary

Under the Program Coordinator's direct supervision and close consultation and coordination with LWF Ukraine team, the Partnership Coordinator is responsible for partnership management and capacity strengthening of local implementing partners in close coordination with the Program, Procurement and Finance departments. Partnership Coordinator will keep partners informed of relevant donor compliance regulations, reporting deadlines and LWF procedures and will support partners with compliance and facilitate capacity building. This role is critical in achieving quality programming through effective partnership management, capacity building, and support. The incumbent works closely with the Program team, and will collaborate with other departments on project planning, budgeting, implementation, monitoring, periodic review, and reporting. This role encompasses working with various types of partners, such as: Youth Groups, CSOs, NGOs, INGOs, UN Agencies, Government Ministries, Private Sector companies, and more. The Partnerships Coordinator can schedule and organize phone calls, meetings, and other communications, and communicate certain information to each partner to ensure that they are properly informed. A democratic and respectful leadership style is a crucial element of the position. The position is based in Kharkiv but will travel to project sites based on needs.

Main responsibilities

Performance expectations

Partner Identification and Assessment

• Support LWF Ukraine team in mapping various active local and international organizations and maintaining a list of Civil Society actors in Ukraine
• Support the LWF Ukraine team in the screening and identification of potential partners, who are relevant to the objectives and needs of LWF response in Ukraine
• Lead on the due diligence process for potential partners, in coordination with relevant staff as needed
• Ensure quality data management in the Partnership Development folder, making sure that all information is systematically organized, and uploaded in a timely manner.

Partnership development

• Support proposal developments with partner identification and partner brief on experiences and outreach 
• Frequently assess the capacity gaps of existing LWF implementing partners, design and implement capacity building activities in collaboration with related departments
• Lead to develop, review, and signature of LOIs, Partnership Agreements, MoUs and amendments
• Identify and track partnership opportunities through regular calls, emails, and visits
• Negotiate and execute agreements in accordance with LWF and its back donor’s policies and compliances 
• Maintain excellent ongoing relationships with current partners and propose new ways to develop partnerships, and ways to improve partnerships in accordance with LWF’s core values.

Partnership Management and Monitoring 

• Ensure that mutual capacity strengthening plans will be prepared and implemented
• Contribute to the operational capacity strengthening of partners, with support from LWF departments and project focal points
• Coordinate and follow-up on partners reporting deadlines and support reporting revisions where necessary
• Coordinate and facilitate partnership review meetings 
• Coordinate and facilitate close-out meetings with partners and document lessons learned
• Ensures that LWF Code of Conduct (CoC), Complaint Feeback Mechanisms, PSEA and child safeguarding procedures are adopted by the partners into their work
• Initiate and implement new partnerships where necessary to achieve LWF’s goals in the country.
• Participate in and contribute to the development of programs and project proposals as needed, particularly by providing partner related information
• Coordinate and facilitate kick-off and close-out meetings with partners ensuring partners are aligned on project’s objectives, scope, timeline, and rolesUpdate the partner mapping on a regular basis and ensure that Due Diligence is updated regularly based on the project cycle
• Ensure the development of effective partnerships for the implementation of quality projects and programs
• Develop and implement a capacity development plan for staff and partners in collaboration with other departments and specialists
• Facilitate implementing periodic need assessment, monitoring and evaluation
• Support partners in developing their monthly workplans in line with the timeline of the organization and donor requirements.

Networking and coordination 

• Ensure regular communication and update with the partners on important deadlines, M&E plans, reporting and compliance aspects 
• Maintain strong relationships and networking with relevant authorities at Oblast, Rayons and Hromada level
• Representing LWF in coordination forums related to partnerships, localization, or civil society engagement
• Facilitate peer-learning exchanges among partners

Other

• Ensure program budgets include operational costs for strategic objectives and requirements, monitoring needs through frequent review and collaboration with programs. 
• Support external audits, evaluations, and donor missions involving implementing partners
• Support and enhance LWF Ukraine’s organizational culture of staff empowerment and growth, teamwork, and solidarity.
• Perform other works as assigned by immediate supervisor and Country Representative to support LWF’s mission.

Required qualifications and experience

• University degree in business, law, development or a related field
• Minimum two years of relevant experience in partnership management including sectorial activities related to Shelter, NFIs, WASH, Education, MHPSS and Economic Empowerment
• Demonstrated communication, reporting and management skills including legal aspects
• Conceptual clarity on localization principles and agenda is strongly desired

Required skills and competencies

• Excellent interpersonal, negotiation, problem-solving and communication skills
• Ability to effectively communicate with a diverse and cross-cultural audience
• High degree of gender awareness and gender sensitivity
• Computer skills – MS Office: Word, Excel, Outlook, PowerPoint
• Demonstrated ability to format documents in MS Office
• Excellent command of English and Ukraine language required, including translating, writing, and editing skills
• Strong organizational abilities with very strong attention to detail
• Willingness and ability to frequently travel to remote field sites
• Respect for and ability to work with colleagues from other cultures, socioeconomic status, and educational backgrounds

How to apply: Please send your CV and a covering letter in English to [email protected]  Subject line should contain “Partnership Coordinator”. Only short-listed candidates will be invited for interviews.