The Center for Civilians in Conflict’s mission is to improve protection for civilians caught in conflicts around the world. We call on and advise international organizations, governments, militaries, and armed non-state actors to adopt and implement policies, tools, and training to prevent civilian harm. When civilians are harmed, we advocate for the provision of amends and post-harm assistance. We bring the voices of civilians themselves to those making decisions affecting their lives.
CIVIC’s vision in Ukraine is to be a lead agency at the interface between civilians, civil society, local actors, and the Ukrainian military and security forces to ensure effective engagement on the protection of civilians affected by the ongoing conflict. The Senior Program Manager, Ukraine will be an integral part of the CIVIC program team reporting to the Country Director and will work closely with other staff members at CIVIC HQ. There is a likelihood that this position will be promoted to Head of Programs.
Under the supervision of the country director, the SPM will be responsible for the successful implementation of CIVIC’s projects within the Ukraine to achieve CIVIC’s mission and the objectives established in the grant(s). This includes all aspects of managing the projects, day-to-day operational support, financial management of the project, and grants administration. This position requires professionalism, excellent project management skills, strong written and verbal communication skills in Ukrainian and English, attention to detail, and ability to think logically and follow a process through to completion with minimal supervision.
Location: Kyiv, Ukraine (must be willing to travel to eastern Ukraine)
Travel: Up to 30% required (domestic and international)
Reporting: Country Director Ukraine (Ukraine program)
Staff Reporting: Supervises three staff (Ops Manager, MEL officer and Senior Protection Officer) Staff in-country full-time plus consultants located in Ukraine
Overall Management and Leadership
• Responsible for the day-to-day management of projects within the Ukraine country portfolio, ensures all projects are on time, scope, and budget. Together with the Country Director, review existing project design, and if required, suggest changes.
• Provides direct support to the Country Director on finance and accounting, reporting, budget follow-up, grant management, donor communications, desk research, and both short- and long-term programmatic goals.
• Prepares concept notes and proposals for new projects with support of regional and headquarters staff in alignment with the country office's strategic plan.
• Provides operational and technical support to multiple projects, including document and information management, monitoring and responding to internal and external deadlines, synthesis of financial and other data, and communicating with staff and donors.
• Manage key project personnel including the support of their ongoing professional development. Set workplans and manage the workflow of the staff under his/her supervision to ensure s/he delivers the expected results.
• Oversees and coordinates the program portfolio to ensure the highest level of projects quality and accountability, while fostering continuity through building local capacity.
• Draft documents related to grant administration: no-cost extensions, budget justifications, concept notes, project proposals, log frames, etc.
• With support from the MEL officer, ensure implementation of strong program monitoring, evaluation, and learning functions.
• Liaises with Senior Program Managers and Head of programs of national partners and relevant stakeholders in Ukraine to keep them informed about progress of the projects, plans for coordination and partnerships.
• Identifies, documents, and disseminates relevant program successes, challenges and follow up on implementation of action points.
Financial and Administrative
• Provides oversight to finance and administrative services including procurement, property management, human resources management, and staff safety and security.
• Together with the Country Director and the Operations Manager, works with CIVIC headquarters to manage the development and implementation of the annual country budget.
• Ensures the preparation and accuracy of financial reports that comply with grant or contract agreements and ensures compliance with all aspects of donor funding and CIVIC policies.
• Ensures timely submission of financial reports within the established CIVIC guidelines.
• Minimum eight years of field experience in project and program management, international security, human rights, advocacy and/or other related programs including demonstrated experience in program implementation, and evaluation, plus a minimum master’s degree or equivalent combination of education and experience.
• Experience in project management, including managing projects requiring close coordination with government and/or military.
• Strong understanding of project cycle management (community assessments, project design, proposal development, project planning and implementation, M&E and project learning).
• Passion for CIVIC’s subject matter and willingness to take on the responsibilities and duties as a senior member of our team.
• Experience of program management in the context of multiple grants allocated by public institutional donors, as well as private foundations.
• Demonstrated ability to develop and create budgets and monitor financial status. Familiarity with budget/financial administration; proven resource management skills.
• Demonstrated ability to manage staff and other administrative and financial activities in developing country programs – five years of experience in a management position is desired.
• Excellent interpersonal skills, including an ability to effectively lead a team, communicate a vision, make timely and transparent decisions, and manage conflict. Demonstrated ability to manage a professional team in a multi-cultural environment.
• Capacity to work both independently and as a member of a team and to work within multiple deadlines and timeframes. Capacity to engage with team members located remotely in country (field office) and abroad (Europe office, Washington DC headquarters).
• Ability to design and implement workshops, seminars, surveys, monitoring systems and evaluations. Experience in research design, data analysis and interpretation.
• Excellent oral and written English language skills, including the ability to quickly synthesize complex technical and programmatic issues into concise communications.
• Knowledge and experience managing compliance to diverse donors (DFID, Germany, Canada, EU, FCDO etc.).
• Well-established and practiced organizational and planning skills.
• Computer literacy (Google Apps, Microsoft Office), including use of internet, word processing and spreadsheets.
• Experience with staff security and safety issues is desirable.
• Ability and willingness to travel within Ukraine and periodically internationally.
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