Program Implementation Lead
Location: Kyiv (with frequent travels to field offices)
Reporting line manager: Deputy Country Director – Program Quality & Development
Duration: 3 months
Conditions:
Starting date: As Soon As Possible
CARE INTERNATIONAL
CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development confederations. Drawing on more than 75 years of experience, through its 21 Members, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice.
CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls, and the areas of gender equality, diversity, and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. We recognize that power relations between people and within systems and structures are unequal and that these are entrenched in our broader systems, structures, and institutions.
At the core of the CI Confederation is a globally distributed Secretariat, which provides coordination and support to its members in areas including governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. In addition, the Secretariat represents the CI Confederation at the United Nations and the European Union, and with other external stakeholders.
CONTEXT IN UKRAINE
On 24th February 2022, the invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas under Russian military control, as well as cities under siege. Attacks on military installations and critical civilian infrastructures are conducted in the whole territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with over 5 million currently displaced within Ukraine and 6 million refugees across Europe. OCHA (Office for the Coordination of Humanitarian Affairs) had counted 17.6 million people in need of humanitarian assistance.
At least one-third of the country’s energy infrastructure is damaged, leaving millions without heating and access to water. In October 2022, the Russian Federation claimed to have annexed four Ukrainian oblasts, further increasing the challenge of access to these areas. Therefore, an ongoing priority for the international humanitarian response is to reach newly accessible areas in the East and South, and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine.
CARE UKRAINE
CARE prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs (Non-Government Organization), local authorities, and when needed, INGOs (International Non-Governmental Organizations) with a longstanding presence in the country and access to hard-to-reach areas. CARE Ukraine deliberately and strategically prioritizes partnerships with local and national Women Led and Women Rights organizations (WLO’s/ WRO’s), further strengthening the Gender in Emergencies (GiE) principle and the Women Lead in Emergencies (WLiE) approach.
In the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE’s resources is dedicated to strengthening and supporting the capacities of local partners.
Position Summary:
The Program Implementation Lead in his/her capacity is primarily accountable for the successful implementation of the whole program activities by ensuring that grant projects are all on scope, on time, on budget and in compliance with CARE, clusters and donor requirements. Furthermore, s/he will be expected to facilitate cross-team collaboration mechanisms between all internal stakeholders, including Grant managers, Technical Advisors, Area Program Managers, Program Development Manager, Partnerships teams and MEAL Manager.
The Program Implementation Lead will work in close partnership with the DCD for Program Development and Quality and the DCD – Support and Compliance Services to ensure the timely delivery of quality programs. The main purpose of this role is to:
1 ensure quality implementation of ongoing activities,
2 troubleshoot delayed projects and ensure they get back on track and deliver on donor commitments
3 guide the close-out process of several grants.
4 provide mentoring and support to direct reports through technical advice and agreeing on clear deliverables.
The Program Implementation Lead directly line manages the Senior Grants Manager, the GIE advisor, the WLIE advisor, the Protection Advisor, SRH Advisor, Shelter/WASH advisor, Livelihoods Advisor.
The Program Implementation Lead will be reporting to the DCD PQD.
ROLE RESPONSIBILITIES:
Oversight and Management of Program Implementation
- The post holder is responsible for the overall functioning of the Program Implementation department and has delegated the delivery of high-quality programming in line with the objectives of the country strategy.
- In collaboration with the Area Directors and SMT, define and implement an effective, efficient and sustainable operating model, including defining and developing the role of CARE and its partners, and ensuring that proper policies, procedures, SoPs and systems are in place to properly and adequately support program implementation.
- Oversees timely, efficient and effective delivery of a high-quality protection and gender-focused and women right-based programs including:
- Oversee the setting and follow up of detailed project management tools, such as Grants Dashboard, Gantt Chart, Monitoring Plans, Monitoring reports and Assessment Plans
- Review of Budget vs Actuals reports and provision of variance analysis to facilitate decision making
- Compliance with donor and CARE regulations on all projects
- Reviews Program Implementation Department’s structure and address all possible bottlenecks in communication and coordination
- Have oversight and be accountable for all program and operations budgets;
- Ensures tight financial oversight of project and thematic budgets, maintaining timely expenditure in line with agreed priorities and donor guidelines.
- Builds the capacity of staff in program management, technical competency and policy.
- Ensure that Grants Interim Review meetings are held on a regular basis (depending on the duration of the project and the level of risk idenfiied) and that any actions listed for CO are swiftly acted upon.
- Ensure that any bottlenecks between departments at Country Office level, as well as between area offices and country office are swiftly addressed and resolved.
- Ensure that programs are implemented in ways responsive to the communities, especially to women and girls, and in in line with CARE principles, values and strategic plans in compliance with CI procedures.
- Ensure preparation of timely and high-quality progress reports and donor reports.
- Organize regular field visits in coordination with area offices to solicit staff feedback and observe project sites.
Budget Management
- Serve as the overall budget holder for most programming; manage and support budget holders for individual projects and grants.
- Ensure expenditure is authorized in accordance with the budget authorization procedures within the scheme of delegation (SoD) – including notifying Finance of new grants and who the relevant budget holders are.
- Maintain oversight over the forecast process, working closely with the Senior Grants Manager to ensure that financial forecasts are accurate and based on well-structured detailed implementation plans, lessons learned and operational realities.
- Monitor PeopleSoft for significant variances between budget and actual expenditure.
- Ensure appropriate action is taken for a budget under/overutilization working closely with the grant managers and Area Program Managers.
Staff Management, Mentorship, and Development
- Ensure that all direct reports understand and can perform their role and receive support where needed.
- Ensure the recruitment and training of staff as appropriate.
- Contribute to a positive working environment in which all staff are treated as equals irrespective of gender, ability, religion etc.
- Manage the Program Implementation department: define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly.
Risk Management at Organizational and Project Level
- Proactively participate in the identification of risks for the organization, its beneficiaries and its staff including reputational, physical and monetary risks with a specific focus on the area of Program Implementation.
- Proactively engage and discuss risk management with staff to raise awareness of risks related to the department and what mitigations can be done.
- Provide regular updates of the Risk Management Plan for areas under the supervision of Program Implementation.
- Report any newly identified risks immediately to the SMT.
General
- Deliver high quality results in line with the terms of reference agreed in advance and to do this in a way which maintains the reputation of CARE.
- Comply with CARE policies and practice with respect to PSEA, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
- Contribute to the responsibility of the security of all staff. Ensure the security, health and wellbeing of staff and contribute to staff management and other processes and policies and systems reflect CARE ‘s principles of equity and fairness.
Additional job responsibilities
- The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties assigned by line manager.
CRITERIA:
- Master’s degree in development or other social sciences or relevant degree
- At least ten years of robust experience with an INGO in a complex emergency and development program cycle management, and with experience of working within a complex and matrix organization structure.
- A minimum of 5 years of senior management, including significant field operations experience running both emergency and development programs.
- A very good understanding of at least 3 of the sectoral programs (Protection, WASH, Shelter and Livelihoods) and a working knowledge of the program priorities of the Country Office
- Significant knowledge of international humanitarian systems, institutions, and donors, and of procedures, accountability frameworks and best practices in emergency management
- Substantial experience and knowledge of effective financial and budgetary control and securing and managing grants from major institutional donors.
- Solid project management skills related to organizational development projects and international, cross-functional teams with a proven history of delivering results.
- Ability to analyze information, evaluate options and to think and plan strategically.
- Previous experience of managing and developing a team and the ability to lead, motivate and develop others and excellent interpersonal, communication and presentation skills
- Good experience in logistics/supply chain including procurement.
- Fluency in written and spoken English.
- Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies and work in a setting with limited movement and security restrictions.
- Strong and recent knowledge of Ukraine humanitarian context is an asset.
- Ukrainian and/or relevant regional language would be an asset
- Proven experience in humanitarian advocacy and networking with duty bearers (negotiation and influence skills)
- Experience of training and capacity building.
- Strong interpersonal and communication skills including influencing, negotiation, and coaching.
- Strong results orientation, with the ability to challenge existing mind sets.
- Commitment to the aims and principles of CARE.
- Experience of representation and ability to represent CARE effectively in external forums.
- Knowledge of institutional donors and experience of developing proposals.
- Politically and culturally sensitive with qualities of patience, tact, and diplomacy.
- Computer skills (including Excel and Word)
- Excellent interpersonal and diplomatic skills
- Good organizational skills
- Adaptation capacities to dynamic context
- Trustworthiness and sense of responsibility
Accountability:
A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:
- Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behavior protocols.
- Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
- Report any concerns about inappropriate behavior of a CARE staff or partner.
Safeguarding:
Children and vulnerable adults who come into contact with CARE as a result of CARE activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.
Gender equality:
CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.
How to apply
Please send your complete application package (CV, motivation letter, references) only in English to application@care.de no later than 06 October 2024, with “Program Implementation Lead CARE Ukraine” as the subject title of your email. Applications will be reviewed on a rolling basis. Female candidates are strongly encouraged to apply.
Please note that only shortlisted candidates will be contacted. References will only be contacted after the interview.