Project Coordinator

HelpAge – delivering real impact for older people

HelpAge International works with partners and a diverse global network of more than 150 organizations across 85 countries, supporting millions of older people to live safe, dignified and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience.

HelpAge International has been present in Ukraine since 2014 with a total workforce of +250 people including staff and volunteers/contractors.  As one of the few INGOs with an operational presence in Ukraine, we were able to respond quickly to the current Ukraine crisis with initial life-saving activities in the Donetsk and Luhansk Regions and are scaling up assistance in the Central and Western Regions of Ukraine.  Our response plan includes cash assistance, food distributions, NFI distribution/ health and dignity kits, WASH, Protection and Mental Health and Psychosocial First Aid. 

We are seeking passionate, talented candidates for several roles to further strengthen our country team.  

 Key areas for impact/influence and responsibilities:

The Project Coordinator will be responsible for the coordination of activities in the relevant geographic area ensuring full compliance and application of all HelpAge International (HAI) Ukraine policies, facilitating project development and ensuring timely delivery of project activities including implementation, monitoring and reporting, and budget control and management. 

Coordination (10%):

• Encourage project cohesion through coordination and information sharing with and between all staff.
• Ensure project quality and impact through liaison with the programme quality team
• Build relationships with authorities at the level of communities and hromadas Ensure good communication of security relevant information in each location including various field sites and offices

Project Coordination (65%):

• Maintain an in-depth knowledge of key project documentation and ensure that the Project Officers and Social Workers are familiar with the project goal, objectives and activities, required donor procedures and the approved project proposal.
• Together with your manager, review existing project design, objectives, outputs, indicators and budget so as to ensure that they are appropriate and realistic, and if required, suggest changes.
• In the supported locations, provide overall supervision to work planning processes to ensure priorities are identified, and appropriate strategies to address them are implemented.
• Ensure project quality and the application of best practices in HAI Programme Standards.
• Wherever possible, ensure HAI Ukraine programming principles, in particular gender, rights-based and case management approaches, are incorporated into all project activities.
• Maximize opportunities to integrate lessons learned and best practices.
• Coordinate and ensure inputs from staff in the field
• Be responsible for all aspects of the accountability for particular project
• In coordination with MEAL Team contribute to data collection, storage and analysis.
• Oversee a Complaints Response Mechanism (CRM) in the project locations, which ensures all HAI beneficiaries can provide confidential complaints and feedback about HAI, ensure that Pos and SWs are familiar with the CRM.
• Ensure data protection and confidentiality at all stages of the process.
• Coordination of information gathering and preparation of reports.
• Working collaboratively with the Finance Coordinator to monitor project spending on monthly basis and project actions taken in case of over/under expenditure with the support from line manager
• Recruit POs and SWs through a transparent, rigorous and soundly justified procedures in line with HAI policies and values
• Manage POs and SWs performance and development, providing appropriate and timely feedback
• Ensure that all HAI Ukraine policies followed by POs and SWs.
• All project information (both programmatic and financial) for the audit is available and accessible in the field office.
• Assist in the identification and preparation of the success stories of beneficiaries.
• Ensure compliance with respect to Donor "Visibility" requirements (logos, photos etc.).
• Provide support on safety & security issues to POs and SWs under the guidance from line manager and Security Officer. 

Reporting (25%):

• Prepare and edit donor required project reports for line manager review.

Let's talk about you

You will be someone with:  

Essential

• Strong knowledge and understanding of project development and management, able to ensure project quality and application of best practice
• Good knowledge of HAI Ukraine programming principles including gender, rights-based, case management and participatory approaches and techniques 
• Excellent team working skills and the ability to work in a multi-cultural environment and establish effective working relationships
• Strong interpersonal and representation skills with the ability to network effectively 
• Ability to manage and develop team members 
• Ability to write high quality reports and proposals
• Good written and spoken Ukrainian and/or Russian
• Ability to contribute to and review budgets and monitor expenditure and logistics
• Able to prioritise work and meet tight deadlines
• Willingness and ability to travel and work across Ukraine as required

Desirable

• Experience or working knowledge of ageing and the issues facing older people in emergencies or development contexts
• Good written and spoken English

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters.

In addition, as an HelpAge employee you are expected to:

• Work collaboratively, building mutual trust and respect, with external organizations and partners to achieve our strategic aims and objectives; being accountable for the work you do together
• Adapt to new directions or opportunities arising within the organization and in your work area; being flexible in your role, constantly using the feedback to learn more and evolve further.
• Lead behavioral and cultural change through embracing a supportive, collaborative and highly inclusive environment where everybody feels supported, respected and engaged
• Extend HelpAge’s reach and impact, by creating and identifying new business development opportunities and building relationships with new partners.
• Lead and promote a culture of including the voices of older people across our support, convening and thought leadership roles, in a way that is transformative, empowering and highly inclusive of those marginalized by gender, economic status, disability and other factors of discrimination.

Safeguarding

HelpAge International is committed to safeguarding the communities with which we work, our partners, staff and any others who we come into contact with.

Therefore you will also be responsible for:

• Preventing harm and abuse from our people, operations and programmes, to anyone that encounters our work;
• Reporting all safeguarding incidents you see, hear, hear about or suspect, using our internal reporting mechanism;
• Complying with all safeguarding framework policies and practices
• Completing mandatory training courses relating to our safeguarding policy framework and complying with HR vetting procedures