Project Coordinator

Role purpose

The conflict in Ukraine is resulting in a major humanitarian crisis with over 4 million people having fled to neighbouring countries, and millions displaced within Ukraine. Plan International is responding to the crisis and working in partnership with civil society organisations in Poland, Romania, and Moldova to meet the key needs of those affected by the crisis as well as host communities.

Plan International has been present in Ukraine since July 2022 and has established partnerships with civil society organisations, ensuring national actors are equipped with technical support, best practices and flexible resources, with a primary thematic focus on Child Protection, Education and Mental Health & Psychosocial Support.

Dimensions of the Role

The post-holder is responsible (but not limited to) the coordination of various project start-ups, project activity monitoring, partnership monitoring for multiple projects and acts as a project focal point during project implementation.

Accountabilities

Under the supervision and guidance of the Programme Implementation Manager, the Project Coordinator will perform the below main activities: 

• Oversee partner implementation of project activities within the set deadlines and donor standards implementing the project according to Plan’s and donor’s project cycle procedures and standards
• Work with implementing partners to draft and implement project activities based on the Detailed Implementation Plan (DIP) 
• Make necessary trips to the project areas to monitor project activities, identify opportunities and constraints and make any necessary adjustments and recommendations, including capacity strengthening that partners would require.
• Regularly update the progress, priorities, and constraints of project implementation and communicate these to management 
• Work together with the programs and finance staff to ensure timely delivery of high-quality reports that meet donor and Plan International standards and requirements.
• Conduct capacity building for national and partner staff in project management and project implementation, supported by Plan’s technical Teams.
• Ensure that senior management, project and partner staff understand donor communication protocols and visibility requirements
• Represent Plan in internal/external meetings, forums and events as required to help build Plan’s branding and visibility 
• Ensure that Plan’s child protection and safeguarding policy is respected, and all cases of abuse are reported. Work with project partners to ensure safeguarding protocols and procedures are followed.
• Supervise and guide project implementation, including modifying work plans, budgets and logical frameworks as required.
• Communicate project changes with donors and NOs, providing the Partnership Coordinator assistance with any Partnership Agreements, FADs, and/or amendments necessary during the life cycle of the project.
• Manage day-to-day communications with project implementing partners in a timely manner, focusing on Plan’s principles of Building Better Partnerships and being responsive to partners needs and requests.
• Monitor performance of the partner teams and internal Plan staff assigned to the projects to ensure all milestones set in the annual work plan are met
• Ensure that agreed roles and responsibilities between program stakeholders are fulfilled and appropriately managed.
• Project setup and maintenance in information systems (SAP, etc.) in cooperation with financial manager
• Undertake field and monitoring visits to project sites to ensure project quality
• Lead on Project start-up/closure workshops in coordination with all technical experts, finance, and project teams and with partners and stakeholders.
• Monitoring project activities in the context of media visibility
• Managing risks to projects, with proactive mitigation strategies in place to minimize any adverse impacts. 
• Coordinate with MERL and Program Quality to write, review and consolidate project reports, communication materials and other reports required per donor contract ensuring timely submission to Funding Office and donors, focusing on quality reporting.
• Establish and ensure effective channels of internal and external communications
• Any other duties requested by the Programme Implementation Manager or DCD-Programmes

Key relationships

Program Implementation Manager (line manager), DCD-Programmes, Technical Specialists (EiE, CPiE, MHPSS, CVA), MERL&AAP team, and support staff (Finance and logistics); Local project implementing partners; and Global Hub relevant teams.

Technical expertise, skills, and knowledge

Essential Knowledge

• University degree in relevant social science field 
• Proven experience working with an International or local NGO  
• Proven experience with coordinating projects funded by international donors 
• Good knowledge and understanding of humanitarian principles 
• Experience of implementing and coordinating projects in education, SRHR, child protection, cash and voucher assistance, gender and participatory approach will be an asset 
• Good interpersonal and communication skills

Essential Skills 

• Strong strategic decision-making and communication skills including reporting and presentations to a variety of stakeholders
• Excellent written and verbal communication skills in English, Ukrainian and Russian; 
• Demonstrated ability of teamwork, coordination, and planning 
• Knowledge of usual office software (e.g., Word, Excel, PowerPoint) and regular 
   communication channels (Teams, email, Skype). 
• Impeccable time management skills and the ability to work under pressure.

Essential Behaviours 

• Committed to Plan International’s strategy and values 
• Experienced with working in collaboration with Country Management Team  
• Team player and relationship builder 
• Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible and able to work under pressure well
• Committed to Plan International’s strategy and values
• Demonstrates honesty and transparency in holding self and others to account to deliver on agreed goals and Plan’s standards of behaviour

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest, and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.