Program Manager (Program Manager) in International Medical Corps

The International Medical Corps never requires contributions, payments or other monetary contributions from candidates operations If you are asked for money in connection with your employment, please report it to the International Medical Corps at the whistleblowing site:www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your resume or application to this site, they will not be considered.

Job Description 

We are looking for a focused and experienced Program Manager who would join our team in the Kyiv office of the International Medical Corps. In the position, you will play a decisive role in the planning, coordination and implementation of various humanitarian projects within one of the departments (Health Care/PZPSP/GZN/Water Supply, Sanitation and Hygiene (WSH)) aimed at meeting the needs of vulnerable population groups in the districts , which suffered from the crisis. Your responsibilities will include tracking project budgets, monitoring progress and ensuring compliance with donor requirements and organizational policies. The Program Manager will work directly with the Head of Department (Health/PHPSP/HZN/VSG) and the International Medical Corps Deputy Director of Program Activities and will ensure the implementation of all program management tools (event plan, MEAL data, procurement plan, HR plan and pipelines) and will ensure that programs are regularly updated and will act as a direct supervisor for program specialists. The ideal candidate must have strong organizational and communication skills, project management skills, a love of humanitarian work and work effectively in complex and changing environments.

< strong style="font-weight: 700">Main tasks and responsibilities

To be successful in this position, the candidate must perform the main duties independently or special working conditions are required. The functions and responsibilities listed in this document are representative in nature and may not necessarily be included in the scope of work.

General project management

• Control for general day-to-day implementation and project management of the International Medical Corps. The manager is responsible for ensuring that tasks are performed accordinglyto the plan, solving any issues that arise and supporting the project on the way to achieving its goals.
• Creation of tools and systems for managing the project cycle. The manager works closely with sector managers to develop and implement tools and systems that support effective project management. This includes creating work plans to define tasks and deadlines, procurement plans to manage the procurement of required resources, and pipeline management to track project progress. Final meetings are also held to analyze the results of the project and the experience gained during its implementation. 
• Ensuring project completion on time, within scope and budget. The manager is responsible for meeting the project's timeline, scope, and budget to ensure that the project is delivered according to plan. He/she monitors progress, identifies potential risks or delays, and takes corrective action to ensure that the project is completed on schedule, within scope, and within budget.
• Assists in defining actions regarding co-financing. The manager supports sector heads in identifying opportunities for co-financing activities. This includes sources of funding to supplement the project's resources and obtain the maximum result.  

Managing budgets

• Preparation of variant files and pipelines.  The manager is responsible for the preparation of variance files and pipelines that track budget allocations and expenditures for internal and regional projects. 
• Facilitating pipeline review meetings at the country level. The manager organizes and conducts monthly pipeline meetings where stakeholders discuss budget related issues, analyze financial progress and resolve any issues or concerns. He/she also takes notes during these meetings to document decisions, actions and discussions of key issues. 
• Consolidates feedback from line managers on pipeline inquiries from head office and shares relevant information. Such communication ensures that financial data is accurate, transparent, and aligned with the organization's goals.
• Ensures effective overall financial management of the program, close monitoring of monthly budget expenditures, and minimization of overspending and underspending when executing the program.
• Work closely with the finance department to monitor cash flows/forecasts and track total program costs. By maintaining open communication with the finance team, they ensure that financial data is current, accurate and in line with the organization's policies and procedures.

Human Resources and Staffing

• Consolidation of "staff capacity levels" and resource allocation. This involves managing and coordinating the allocation of human resources between different projects and tasks within the organization.
• Keep updated employee list, providing it to coordinators and technical leaders on a monthly basis to fill out timesheets
• Contribute to the development budget proposals, providing information on personnel costs and program staff capacity.

Supply Chain

• Consolidate/revise Procurement Plan and forward to procurement team for updates.
• Update Procurement Plan based on new grants/projects Upon receipt of new grants or projects, the Program Manager updates the Procurement Plan to reflect additional procurement needs and requirements and procurement strategies relevant to new projects Keeping the plan up-to-date is essential for effective procurement management and resource allocation.
• Facilitate procurement plan review meetings (monthly ).During these meetings, stakeholders discuss the status of current purchases, resolve any issues or delays, and make necessary adjustments to plan to ensure compliance of procurement activities with project timelines and goals.

Representation

• Contribute to the creation of a positive image and general trust in the organization, in particular, by applying the Code of Ethical Conduct of the International Medical Corps and institutional ethics and values ​​in relation to internal and external subjects.

Security

• Ensure compliance with mission-wide security protocols and policies. Preventing and countering sexual exploitation and abuse.
• Actively promote standards of prevention and response to sexual exploitation and violence within the International Medical Corps and among beneficiaries assisted by the International Medical Corps.

Minimum requirements

• One ​​to two years of experience in a program position in a non-profit, humanitarian, non-governmental or governmental organization related to the provision of humanitarian assistance.
• Bachelor's degree in a relevant field (social sciences, development studies, public administration, etc.).

Competencies

• Ability to maintain a positive attitude and professionalism in a stressful work environment.
• Ability to withstand the challenges of challenging environments in both urban and remote field environments with limited resources.
• Good verbal and written communication skills.
• Ability to work well in an intercultural team with different social - economic experience.
• Preference is given to experience working with executive partners.
• Proficiency in English at professional/fluent level: speaking, reading and writing.

Standards conduct

As part of this role, the individual will drive and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of standards compliance and ethics of the International Medical Corps and donors, and adhere to these standards. Employees are also responsible for preventing violations of our code of conduct and ethics, which may include conflicts of interest, fraud, corruption or harassment. If you see, hear or become aware of a violation of the Code of Conduct and Ethics or the Security Policy, you have a responsibility to report it.  

If this is a supervisory position, should set an example of ethical behavior through own behavior and supervision of the work of others; ensure that those who report to you have sufficient knowledge and resources to comply with the standards set out in the code of conduct and ethics; monitor compliance of subordinate employees; consistently and fairly enforce the International Medical Corps code of conduct and ethical standards and policies, including safety and protection policies against harassment, bullying and sexual harassment in the workplace; support employees who raise such issues or concerns in good faith. 

Security

All employees share the responsibility and commitment to the safety and protection of the population with which we work, including particularly vulnerable categories of adults and children. This includes protecting against the following behavior by our employees or partners: sexual exploitation and abuse; labor exploitation, neglect or violence against children, adults at risk or LGBT representatives; any form of human trafficking.

Equal opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants regardless of race, color, religiongender, sexual orientation, national or ethnic origin, age, disability or veteran status.