Senior Emergency Coordinator

Location: Eastern Ukraine, based in Slavyansk (Government Controlled Area of Donetsk region), with 30% of travel to non-government controlled areas (Stakhanov office) and frequent visits to Kiev for coordination/donor meetings (10%)

Starting date: Immediately/according to availability

Duration: 12 months with the possibility of extension

Background:

People in Need (PIN) is a Czech Republic-based NGO working in the relief and development sectors. PIN opened its humanitarian response in Eastern Ukraine in early August 2014 and the programs have been rapidly expanding since then. Currently, PIN is a major humanitarian actor in Eastern Ukraine and continues to provide neutral and independent humanitarian assistance to conflict-affected people. So far PIN has implemented several programmes of shelter, protection, livelihoods, cash assistance and WASH and supported nearly 2 000 000 vulnerable IDPs, returnees and host communities.

PIN representative office is located in Kiev. PIN’s field office in Slavyansk functions as the main base for PIN’s humanitarian operations in the government-controlled areas (GCA) and supporting office for PIN field office in Stakhanov (Luhansk non-GCA). Total volume of the current programs is 10 million USD funded by ECHO, OFDA, DFID, UNHCR and other donors. Currently, in the context of eastern Ukraine, PIN seeks to achieve a smooth transition - where possible - from emergency humanitarian assistance towards early and longer-term recovery, stabilization and peacebuilding efforts in the region. Humanitarian aid will continue to be provided to the most vulnerable people affected by the conflict, notably along both sides of the contact line and in non-NGCA. PIN Ukraine would like to sustain its emergency capacity in upcoming period. With ongoing nationalization of the program unit, PIN is seeking for experienced Emergency Coordinator, who will provide support to teams led by national Program Managers (PMs).

For PIN’s activities in Ukraine, please see more at https://www.clovekvtisni.cz/en/humanitary-aid/country/ukraine.

Responsibilities:

Under the direct supervision of the Deputy Country Director - Programs, the Emergency Coordinator supervises the implementation of all emergency programs, with the specific responsibility for timely and efficient program implementation, and quality control of projects. By supervising the implementation of results-based Monitoring and Evaluation systems, the Emergency Coordinator also contributes to the emergency program strategy and further development of the programs. His/her role is to ensure that Program Managers have sufficient capacity and teams are adequately structured, ensures that coordination among teams (both program and operational) is in place in order to achieve programmatic synergies. Furthermore, Emergency Coordinator is responsible for continuous capacity building of program teams, and for facilitating communication/coordination between PIN offices. Together with the Deputy Country Director, the Emergency Coordinator represents PIN to donors, partners, government authorities, and other local stakeholders, ensuring that PIN is recognized as a leading humanitarian actor in eastern Ukraine. Furthermore, the Emergency Coordinator engages in medium and long-term planning and strategy activities, including formulation of new proposals, and ensures continuous quality improvement of programs and contributes to a positive working environment for program staff.

Internal relations:

The Emergency Coordinator reports directly to the Deputy Country Director. The Emergency Coordinator serves as the line manager for Emergency Program Managers (national staff) and for the Deputy Emergency Coordinator. He/she will also coordinate regularly with management of PIN’s office(s) on NGCA.

External relations:

In coordination with the Deputy Country Director, he/she attends meetings with donors, government partners, regional and local authorities, other agencies, clusters, coordination bodies etc.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Manage the emergency program team (national employees) to ensure the implementation of emergency activities in the field (full project cycle management) and to coordinate with partners and humanitarian actors.
• Ensure PIN’s emergency programs are fully aligned with relevant humanitarian standards
• Conduct regular visits (1-2 weeks per month) to NGCA.
• Conduct field visits to new communities where PIN plans to expand its work; act as the “face of PIN” in these new communities during the early stages.
• Lead contingency planning for emergency situations; ensure maintenance of contingency stock of humanitarian goods.
• Assemble and lead rapid assessment team that can be mobilized within 24 hours of an emergency.
• In coordination with the AME team, support with the management of a monitoring and evaluation system which will ensure the tracking and achievement of planned results/objectives; support the systemization and coordination of beneficiary selection across all emergency programs.
• Ensure high quality of the programs, with support from the Program Development and Quality Assurance unit.
• Ensure that all PIN’s internal procedures, PIN’s Code of Conduct and relevant policies as well as donors' requirements are met, including procurement rules, reporting, etc.
• Ensure compliance of program teams with PIN internal rules and regulation in terms of finance, administration and logistics; support staff in understanding donor contractual requirements.
• Responsible for coordination between program and operations team, as well as between offices.
• Control and supervise financial aspects of emergency programs (meeting financial plans, development of project spending forecast, controlling project spending).
• Ensure timely and high quality reporting to donors and HQ, with support of Grants and Reporting Coordinator .
• Contribute to strategic planning and mission‘s development in accordance with PIN‘s priorities and needs of the particular region, and in consideration of PIN's capacity.
• Contribute to the development of project proposals and concept notes including activities, response modalities, beneficiary selection criteria, monitoring system, budgets and time plans for the proposed emergency intervention for institutional donors.
• Assess the capacity of potential local partners, their geographic and programmatic areas, and their capacity to respond.
• Ensure that PIN is well represented and visible in the donor community, among key partners, and within coordination fora, delegating as appropriate to program staff.