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Program coordinator

Medicos del Mundo
Негосударственные организации / NGO
  • Регион:Киев

MdM has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in the Eastern part of Ukraine (Luhansk and Donetsk oblast, government and non-government-controlled areas – GCAs and NGCAs). The program is implemented around three main components: direct delivery of services through multidisciplinary mobile units (including primary healthcare services (PHC), sexual and reproductive health (SRH), Mental Health and Psychosocial support services (MHPSS) and gender-based violence (GBV) response services); strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and advocacy. In addition, MdM support the health system in response to COVID-19 pandemics in Eastern Ukraine.

In November 2020, MdM launched a 3-year project funded by the German Federal Ministry of Economic Cooperation and Development (BMZ) having for an objective to increase resilience of communities and the local health system in Donetsk and Luhansk region (GCA) by improving availability and access to quality healthcare services to meet health needs of the conflict affected population with a special focus on vulnerable groups (people with disabilities, women, elderly people). The project will link MdM humanitarian assistance with transitional aid/development activities resulting in creation of a sustainable access to health and social services in communities affected by the conflict.


  1. Main objectives of the position

 Under the supervision of the General Coordinator, the Program coordinator in close collaboration with the coordination team, will be responsible for overall program delivery and quality in Ukraine. The post holder will be responsible for proposal development, program follow-up and reporting at the mission level, donor mapping and program quality improvement, in line with MdM and donor standards. 

 The holder of this position is expected to have strong coordination and organization skills, to ensure that all deliverables are produced in a timely manner. The Program coordinator will maintain regular contact with all staff involved in the implementation of projects and will be responsible for the tasks related to the management of donor’s contracts, reporting, compliance and monitoring.

 It is expected that the Program coordinator develops capacity-building activities, such as workshops or short training sessions, of the Mission’s staff members on the various related processes, which may be helpful to enable ownership and accountability of deliverables.

Program design and quality support

  • Ensure constant follow-up of context and humanitarian needs and gaps, and propose adjustments and/or new interventions
  • In coordination with the General coordinator, liaise with HQ staff on potential funding opportunities, as and when requested, including donor’s mapping.
  • Ensure elaboration and drafting of proposals and reports in line with MdM and donors quality standards; coordinate with field teams and the HQ the drafting process and timely validation and submission to donors;
  • Maintain an updated calendar of project report obligations and ensure that the key staff is informed and the deadlines are met;
  • Ensure comprehensive grant files, including sources of verification, are created and regularly updated and are available for use. Monitor programme activities to ensure they are carried out in line with organization’s internal systems and procedures and that adherence to the Core Humanitarian Standard’s commitments on accountability are met. 
  • Ensure coherence between program, finance and logistics tools and planning, in close coordination with the coordination team.
  • Coordinate with the Administrative Coordinator to ensure timely submission of financial reports;
  • Coordinate monthly Sitreps drafting process and timely submission;
  • Lead on reporting to clusters, authorities, and other relevant stakeholders and elaboration of projects for the HPC;
  • Ensure a good understanding and ownership of MdM programs, standards and donor commitment with the rest of the team in support to Field and General coordinators, including through the organization of regular program coordination meetings, project kick-off and closure meetings.
  • Participation in definition of the MdM Ukraine Strategy for 2021-2023, including organization of different meetings, consultations and events related to formulation of the MdM Ukraine strategy for 2021-2023; analysis of the collected information and outcomes; participation in the drafting process and in elaboration of strategic tools.
  • Propose program quality improvement and learning initiatives and operationalize them in the field


Monitoring, Evaluation, Accountability and Learning

  • Ensure proper follow-up of program activities and indicators, in line with MdM and donors standards and commitments, through a strong MEAL system;
  • Support the development and periodic revision of the monitoring system and suggest adjustments; provide technical lead to the MEAL officer and MEAL assistants and managers in the periodic revision of the projects of reference and key supporting documents; support in elaboration of assessment tools; 
  • Promote harmonization of indicators and means of verification.

Ensure harmonization of key monitoring system tools within the mission including data collection tools, intermediary files and MONITOOL

  • Work closely with the technical coordinators to develop program quality benchmarks to ensure continuous monitoring of activities
  • Suggest and provide technical support to the coordination team for potential researches, assessments and evaluation 
  • Lead in program/donor initiated evaluations & surveys and ensure that results are used for evidence-based programming 
  • Contributes to the follow up and improvement of the Complaint Feedback and Response Mechanism (CFRM)
  • Support technical teams to collect and document good practices, lessons learned and feedback; promote and facilitate project/program revision and lessons learnt workshops and events


Capacity Building

  • Ensure appropriate training on project cycle management, donor compliance, project follow up to MdM Ukraine teams 



  • Ensure the proper structuration and daily support and follow up of the workplan of the Grant officer (EU Volunteers position) and of the MEAL manager under her/his line management 
  • Ensure the well-being and technical supervision of the staff under her/his line management


Representation and Coordination

  • Establish an effective coordination mechanism with the different stakeholders (other (I)NGOs, authorities, UN agencies) partners in projects for program coordination needs; 
  • If requested, to participate in meetings with relevant stakeholders, in close collaboration with the General Coordinator ; 
  • Prepare and share external meeting minutes


 This list of activities is not exhaustive and may change depending on the situation.

  1. Hierarchical & Functional links

 Hierarchical link: General Coordinator

Functional link: All Coordination Team in Ukraine

  • Coordination team:         

1 General Coordinator 

1 Medical Coordinator     

1 Administrative Coordinator       

1 Logistic Coordinator

1 Mental Health Coordinator

2 Field Coordinators

Skills required : 

  • Master’s degree in International Development, public health, and/or Humanitarian Aid, or other relevant fields.
  • At least 5 year professional experience in a humanitarian organization or NGO
  • Ability to work in volatile security context
  • Ability to work in emergency
  • Strong knowledge of project cycle management, international humanitarian funding system and donor requirements.
  • Proven experience with qualitative and quantitative data collection and analysis methodologies.
  • Ability to work in structured manner and independently with limited oversight
  • Ability to work quickly, under pressure, and with short deadlines
  • Necessity to manage priorities and to adapt them daily according to the context,
  • Cultural sensitivity and ability to work in a multi-cultural environment

Personal skills required:

  • Ability to listen and share decisions 
  • Excellent writing and analytical skills
  • Ability to communicate effectively with informants and contacts from widely-varied organizations and agencies
  • Team player

Language and computer skills:

  • English, Ukrainian   fluent (written and oral)
  • Russian an asset
  • Excellent  knowledge of MS office tools (MS Word, MS Excel, PowerPoint) 

To apply:

  • Send CV + cover letter;

We offer:

  • Fixed term contract until the 31/12/2021 with possible extension  (depends on successful performance and availability of funds). 
  • Medical insurance.
  • Full -time job
  • Location: Based in Kyiv with regular visits to the field 

Deadline for application - 23rd of April, 2021

Please note that only shortlisted candidates will be invited to the interview.