Geographical scope of intervention

The Project Coordinator will be based in Kyiv with some visits to the areas of intervention of the project: Zaporizhia and Vinnytsia oblasts, to support the operational teams of MdM Spain and MdM Germany.

Organization chart

The Project Coordinator will report to MdM Spain General Coordinator (hierarchical link)

She/he will coordinate with MdM-CH Desk and Finance Manager in MdM-CH HQ (functional link)

She/he will work closely with MdM Spain Field Coordinator East and MdM Germany Project Manager

She/he will collaborate with the Technical, MEAL, Grants. Finance, and Communication teams of all members of the consortium (MdM Spain, MdM Germany and MdM-CH).

MAIN ACTIVITIES

1. Project Coordination and Management

Oversee the management of the project according to the project’s strategy, chronogram of activities and budget
Facilitate Coordination: Facilitate effective collaboration and communication between the three consortium partners to ensure smooth implementation and synergy, by organizing coordination meetings, participating in coordination mechanisms, and tracking and facilitating accomplishment of agreed actions, including follow-up on these actions.
Monitor progress: work with the MEAL officers of the 2 operational partners (MdM Spain and MdM Germany) to track project progress against indicators and targets, to consolidate any identified challenges or deviations, and suggest corrective action.
Monitor quality: Track the quality of project implementation by monitoring compliance to donor requirements, technical standards, and recommend best practices in collaboration with technical referents from MdM-CH, MdM Spain and MdM Germany. Facilitate the design and implementation of program quality tools according to teams’ needs and recommendations.
Risk management: Identify and assess potential risks to the project, recommend mitigation strategies, and monitor risks throughout the project lifecycle.
2. Grants Coordination

Compliance: Guide partners to ensure compliance with donors and partners policies related to financial management, procurement, and reporting through providing presentations and sharing timely and up-to-date key documents on important contractual stipulations, donor compliance, and deadlines
Recording: Ensure timely and accurate maintenance of the project files on MdM SharePoint. Ensure all other donors submissions are fully documented.
Prepare the required documentation whenever modification requests have to be submitted to SwS
Fundraising: foster program sustainability by maintaining donors (SwS) and supporting the research and development of other donors, in coordination with MdM-CH HQ
Support the Design of proposal if necessary, in coordination with MdM-CH HQ team
3. Reporting

Consolidate operational partner reports, review and ensure consistency across all submission documents including Annexes, highlighting key achievements, challenges, and learning.
Plan and coordinate donor reporting processes, including definition of roles and responsibilities of each partners; compiling, editing and providing feedback to ensure the development of high-quality reports, plans and other related key documents.
Guarantee timely submissions, complying with donor reporting requirements.
Support documentation of lessons learnt, best practices and proven innovations in program design, implementation, monitoring and reporting to improve program design and implementation strategy.
Produce the narrative on activities in Ukraine for MdM-CH 2025 annual report, including key figures
Provide the key indicators for MdM-CH annual reporting for the Alliance
4. Financial and Administrative Oversight:

Support the 2 operational partners in ensuring compliance with financial guidelines, and adherence to administrative and financial protocols as required by donor
Ensure smooth financial management of the project : in collaboration with the 2 operational partners’ finance and admin teams, track the budget monitoring, forecasts, and financial reporting and participate in monthly budget follow-ups (BFUs), documenting and following up BFU actions.
Oversee the audit for the 2024-2025 project phase and ensure that the audit report is produced according to defined requirements and deadline.
5. Capacity Building and Technical Support:

Foster an environment of knowledge-sharing among consortium members and local partners.
Identify the needs of capacity building and technical support amongst consortium members and coordinate with the Technical teams of MdM-CH and operational partners to provide the requested support.
6. Stakeholder Engagement and Communication:

maintain relationships with Swiss donors and support the development of new partnerships (SDC, other Swiss donors) in close coordination with MdM-CH HQ team.
Represent MdM at meetings, conferences, and forums, when requested and in close coordination with the consortium members
Ensure the project’s achievements are communicated effectively to external stakeholders, including SwS and the wider humanitarian community.
Support the visibility and communication actions of MdM in Ukraine, in coordination with MdM-CH HQ team and the operational partners’ Communication team.
Prepare necessary documentation, such as reports, presentations and organizational documentation, to share with Consortium stakeholders, including briefings for external entities.
Other

Participate in diverse tasks for MdM-CH and the consortium, upon request
Collaborate with the MEAL department of MdM Spain in monitoring interventions, compiling information, and conducting needs assessments.
PROFILE

Hold a graduate degree or equivalent in project management, business administration, public health, international relations, political science, or another relevant field.
At least 3 years of professional experience in a similar function, including Project cycle management, partnership management, financial management, preferably within a humanitarian or development NGO. Proven interest in the theme of access to health, international humanitarian rights and accountability is a strong asset.
Prior experience in consortium and multi-partners project/grants financed by institutional donors is essential for this position.
Experience in working in conflict or post-conflict settings, preferably in Ukraine or similar regions, is highly desirable
Knowledge of Swiss donors is an asset
Excellent written and spoken English. Good command of Ukrainian and/or Russian is a strong asset.
Available for regular national travels to medium and high-risk contexts.
Knowledge and Skills:

Ability to deliver concrete results without direct line management; strong organization skills as well as communication, diplomacy, and negotiation skills.
Capacity to work independently while being an excellent team player; adaptable, flexible, and a good listener.
Strong MEAL capacities, knowledge and use of data collection and information processing tools.
Strong planning abilities with attention to detail and rigor; capable of managing deadlines and prioritizing competing demands.
Skilled in obtaining necessary information to accomplish tasks.
Problem analysis with a solutions-oriented approach; able to research and disseminate new knowledge quickly.
Clear and timely communication; diplomatic listener who understands and translates needs into actions; fosters collaboration and resolves conflicts.
Excellent writing skills for clear and effective communication as well as for reportings
Ability to work effectively in multicultural environments and engage with local staff.
Quick adaptation to changing circumstances; open to learning and asking questions.
Ability to manage stress in medium and high-risk contexts.
Broad understanding of donor rules and regulations.
Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
Dedicated to MDM’s values and mission.

Please submit a complete application meaning a cover letter of maximum two pages, CV of maximum five pages including three professional references with phone numbers and email (only N+1 and/or HR department), certificates and diplomas when relevant.