Program Director - Ukraine (Ref: Program Director)

Uluslararası Mavi Hilal İnsani Yardım ve Kalkınma Vakfı (IBC) İstanbul
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Position Title: Program Director

Supervised by: HQ Office, Senior Management

Location: Ukraine

Overall description of the task: To be responsible for setting and implementing strategic goals, managing budgets, ensuring compliance with local regulations, developing, and maintaining partnerships and collaborations, representing the organization to government and local authorities, and leading and supporting a team of employees.

MAIN TASKS AND RESPONSIBILITIES

Program Management

  • Develop country specific strategic plan and proposals for programs in line with IBC’s operational framework, considering country priority needs. 
  • Coordinate with headquarters and country departments to design and implement high-quality programs, ensuring all programs are completed within time, within budget, achieving program objectives and in line with IBC priorities, principles, values, minimum standards, policies, and strategic plans.
  • Structure the country team for efficient operations and for accurate and timely collaboration and communication with headquarters, including the preparation and presentation of achievement of indicator targets, budget expenditure and procurement plans for monthly country-pipeline calls.
  • Participate in writing and reviewing proposal applications. When applicable, provide technical inputs and assistance to programs with reference to financial management and reporting systems.
  • Ensure Country Office participation in UN Clusters and other relevant coordination and other high level and operational coordination to ensure country programs are playing a vital role and to secure required support from the cluster coordination mechanism and the UN funding instruments such as CERF, CHF etc.
  • Coordinate and lead monthly pipelines review and follow on adequation between spending and program implementation.
  • Report regularly to headquarters, providing timely updates of all operational situational and project management developments.
  • Ensure monitor, evaluate, and report on all program activities and progress to headquarter office and donors.

Compliance

  • Oversee program operations and reporting, ensuring compliance with agency technical standards, policies and procedures, donor regulations and local laws.
  • Facilitate investigations on violations of policies as appropriate.
  • Oversee the preparation of periodic work plans and budgets.
  • Ensure compliance with local labor, NGO and technicality laws or present concerns to HQ.
  • Roll out protection risk assessment across all the projects and implement subsequent action plans.
    Support the implementation of the community-based feedback and response mechanisms across the mission.

Program Development

  • Develop a clear funding/resources mobilization strategy.
  • Maintaining and expanding the country donor and financial portfolio based on the needs.
  • Pursue new sources of donor funding and maintain adequate donor funding levels to sustain identified program and support activities, while meeting IBC technical standards and organizational policies, ensuring staff wellbeing.
  • Leadership in proposal design and development, ensuring timey submission and providing inputs when applicable.
  • Remaining aware of donor funding intention.
  • Establish country partnerships to allow for collective organizations efforts through consortia.

HR
 

  • Oversee the recruitment and selection of relevant qualified field staff in the field, recommend promotions, disciplinary action, and termination of staff in consultation with supervisors.
  • Collaborate with administrative team in country to maintain security of staff in the field locations.
  • Make site visits to facilities to provide operational support to field site staff and ensure programs are being conducted timely and according to project plan.
  • Plan for and manage any program critical incident including evacuation.
  • Maintain open lines of communications with all field staff.
     

Capacity Building

 

  • Determine training needs for the field staff in coordination with relevant supervisors.
  • Ensure national staff are trained to increase their responsibilities to build capacity and ensure sustainability of programs.
  • Advocate and plan for professional development for expat and national staff.

Working Relationships
 

  • Maintain frequent communication with direct supervisor to ensure program activities and objectives are communicated.
  • Work with HQ Senior Management to ensure the coordination of programs.
  • When possible, ensure representation of the organization at task force meetings, assessment missions, UN, INGO, and camp coordination meetings. 
  • Interface with national government and relevant agencies to ensure mutual understanding of programs and maximize resource distribution and allocation of available funds.
  • Ensure source and lobby for resources for staff wellbeing.

Monitoring, Evaluation, Accountability and Learning (MEAL)
 

  • Overall responsibility for ensuring mission’s commitments towards donors and IBC’s requirements on MEAL requirements.
  • Integrate MEAL into country strategies, frameworks, policies, and plans; related roles and responsibilities to all staff who are responsible for program management and implementation.
  • Direct country level management to adequately budget for MEAL activities across all grants.
  • Ensure all highly sensitive complaints and feedback from the Complaints Response Mechanisms (CRMs) are addressed and closed appropriately.
  • Raises awareness and importance of MEAL with other senior management members through routine review and briefing sessions.

Representation
 

  • Represent the organization and liaise with local and national authorities, UN, NGO, and donor agencies, to promote IBC’s programs, facilitate successful coordination of activities and ensure transparency and accountability to all stakeholders.
  • Serve as the principal liaison with Donors on matters related to the program to ensure financial and programmatic accountability to Donors.
  • Establish and update contact details of potential Donors in-country.
  • Participate in Donor meetings and communicate relevant information to HQ.
  • Work with key Donor Staff to develop and maintain optimum financial and programmatic relationship.
  • Ensure visibility of IBC amongst the NGO community.
  • Lead the production of reports and ensure the timeliness and accuracy of information provided, as well ensuring confidentiality of sensitive information.
  • Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the IBC’s Code of Conduct, ethics, values, and standpoint regarding internal and external actors.

Security
 

  • The Country Director is ultimately responsible for the security management of staff, operations, assets and directs country-specific response to security threats and incidents, up to and including management of evacuation.
  • Responsible for ensuring that incident report forms are completed and submitted to HQ STM in a timely manner.
  • Responsible for ensuring all staff are given a security briefing and required documentation upon entry into the country.
  • Ensure application and compliance of security protocols and policies.
  • Ensure adequate security funding is budgeted.
  • Nominate security focal points at each operational site in country.
  • Collaborate with local agencies to aid with security management.

Perform other duties as assigned.

The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Requirements

 

  • At least bachelor’s level qualification in Social Sciences, Political Sciences, Development Studies, or an equivalent area; and equivalent experience in relevant programmatic areas of management.
  • Experience in a humanitarian/development or relevant similar organization. At minimum, must have at least three year of progressively more responsible work experience that involved direct project management, and contract/grant management.
  • Having managerial and coordination skills.
  • Being solution oriented & open to the communication.
  • Excellent oral and written communication abilities in Turkish and English.
  • Experience of cross-cultural work.
  • Ability to be flexible, work in a fluid context and adaptation for unexpected situations.
  • Flexibility of working of out of office hours.
  • Capacity to work both independently and collaboratively with others.
  • Excellent communication skills: negotiating, facilitating, and presenting as well as strong verbal and written communication skills.
  • Excellent time management, organization, and work prioritization; organizational, analytical, and interpersonal skills.
  • Work overtime when required collaborative and cooperative with other related departments.
  • Must have a Turkish Citizenship.

How To Apply

Interested candidates who meet the above mentioned qualifications should submit the application form HERE by uploading  CV and Cover Letter outlining their interest for the position.

Applications by phone will not be accepted.

The application received after the closing date will not be given any consideration.

Only short listed candidates whose applications fulfill the required criteria will be contacted for interview.

Uluslararası Mavi Hilal İnsani Yardım ve Kalkınma Vakfı (IBC)

For more than 20 years, IBC has been reaching out to all people living in disadvantaged locations and who have challenges in accessing emergency relief, healthcare, education, and rehabilitation services, without any discrimination of nationality, religion, language, political view, gender, age, sexual orientation, genetic or physical characteristics.
A Special Consultant on the UN Economic and Social Council and a member of the International Community of Volunteer Associations, the IBC works in collaboration with local and national authorities, other CSOs, global donors, and universities in all of its projects by leveraging their resources and experience.
Since its foundation, IBC has done ground-breaking work in fundamental rights and needs, particularly on creating sustainable livelihood, (re)integration to society, social cohesion, psychosocial support, access to education and healthcare, sustainable development, empowering women and gender equality.
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