Project manager - Cooperation and Development Project in Cf Pobic Ukraine

Project manager – CF Pobic Ukraine 100 % per totale 13 mesi 

Duty station: Kiev with frequent visits to Kharkiv 

Starting date: Approximately February 2025

Contract duration: 13 months

Reporting to: Project Manager Senior

Supervision of: Project staff

PLEASE SEND YOUR CVs IN ENGLISH before 21st January to:

[email protected]

 General context of the project

The new WASH project started in december 2025. The Project Manager will support the integrated water and sanitation project across Kharkiv region and is responsible of the Italian Cooperation project implementation in coordination with European partners 

General purpose of the position

The Project Manager ensures constant engagement by/with different support departments to ensure timely support for the project team.

He is also directly responsible of planning, monitoring and evaluating of hygiene kits distribution in collaboration with Ukraine staff.

The Project Manager is budget holder for the whole project grant/budget and supervises/monitors closely the financial planning, liquidity planning and budget utilization/burn rate monitoring.

The financial/budget management is the final responsibility of the Project Manager for the specific project, and s/he must ensure that this goes together with close log frame and 

Main responsibilities and tasks:

Main responsibilities:

• Ensures the planning, implementation and monitoring/evaluation and sets targets as included in the project description. Flag significant deviation from the program implementation plan and estimated expenditures; alert relevant staff.
• Guarantee efficient financial management as main budget holder for the project in compliance with Pobic Italy and donor regulations.
• Team/HR management (staff and volunteers)
• Deliver quality project activities reporting, including the findings in terms of impact/changes at the level of beneficiaries achieved through the project, compliant and consistent reporting per CF Pobic Ukraine and donor requirements, in collaboration with Pobic Italy HQ Grants Unit
• Develop clear understanding of CF Pobic Ukraine and Pobic Italia program and country strategy among project team – ensure also timely input/feedback by team on strategic issues.
• Ensure that program delivery matches CF Pobic Ukraine and Pobic Italia and donor technical minimum standards and seek technical section and MEAL tools.
• Ensure a clear overview of actors and services in the area of intervention, permitting development and implementation of partnerships and referral pathways.
• Administrative and office support activities (agreement, amendments, signed reports, communications, etc.), ensuring the documentation cycle is up to date, and ensure all departments’ requirements are aligned and addressed.

Detailed responsibilities and tasks:

• Ensure the full and timely implementation of the project proposal as approved, pro-actively respecting deadlines for reporting:
• Project kick-off and presentation/sharing of project with teams
• Review and prepare a detailed activity plan with team
• Verification on the targeting of beneficiaries

Financial management and procurement:

• Prepare, monitor and implement financial and procurement plan
• Prepare financial plan
• Approval of all purchases/contracting and budget line allocations
• Verify the bookkeeping entries in the CF Pobic Ukraine accounting spread sheets: verify budget line allocations, budget expenditure status against actual delivery and the financial plan for the remainder project implementation period
• Ensure for all purchases/contracting of goods/services/supplies the correct donor procurement guidelines are applied and properly documented, in coordination with the Senior Administrator from Pobic Italy.
• 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.

HR management:

• Agree and establish clear reporting and communication lines
• Team recruitment, liaise with HR Department to secure up to date HR files.
• Permanent on-job coaching of teams to work on quality in delivery.
• Manages and evaluates the performance of the project staff.
• Conduct weekly and monthly meetings with the team and international partners to review the planning and discuss the main concerns to focus on for the upcoming period.
• Continuous/fast verification of data quality collected and received from field staff.
• Ensure teams respect CF Pobic Ukraine rules and guidelines to the mission and adhere to CF Pobic Ukraine Code of Conduct and Charter of Values.

Monitoring & evaluation:

• Ensure monitoring and verification for the targeting of beneficiaries.
• Applying a result-based management approach, monitor the project outcomes, in addition to the outputs and activities, including changes at the household and community level achieved through the project.
• Undertake (if, 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.

Reporting:

• Ensure quality reporting on achievements through daily short briefings, monthly and weekly planning presented against weekly and monthly performance reports containing clear quantitative and qualitative information related to the activities.
• Prepare ad hoc progress reporting for the donor and official required interim and final project reports; prepare interim and final narrative reports for the donor in a timely and qualitative manner, looking into achievements against outcomes and output and reflect lessons learnt clearly into recommendations for future programming.
• Holds final responsibility for all support documents (means of verification) and general project documents.
• Delivers regular communication products (including pictures) on the project to be used for communication and visibility purposes.

Coordination and representation:

• Attending cluster meetings and ensure timely reporting of highlights and relevant information for intervention area.
• Participate in regular meetings with the donor representatives and facilitate field visits by donor missions (when security allows for), in coordination the other international partners
• Ensure systematic information and update sharing with the program coordinator
• Perform any other related duties as required.

Candidate profile and experience

Education

• University degree in Social Sciences, Political Sciences, International Relations, Humanitarian and International Cooperation or related field

Professional Experience

• Minimum 5 years of professional experience in management of humanitarian project/program, including financial management and logistics responsibilities
• Minimum 3 years’ experience in the implementation of multi-sector humanitarian programming and in security context analysis (preferably in WASH sector)

Professional Requirements

• Experience in establishing and maintaining collaborative relationships with donors and government counterparts
• Experience with donors’ compliance and reporting
• Previous experience in implementing projects in the areas of WASH, Protection, Health and Safety is preferable

Languages

• Fluent English (written and spoken)
• Knowledge of Italian language (written and spoken) would be a plus

Personal Requirements

• Strong representation and negotiation skills
• Ability to ensure quick quality delivery in a stressful environment
• Ability to adhere to deadlines, organization and problem solving
• Strong interpersonal skills
• Leadership, people management and development