Cash and Voucher Assistance (CVA) & Non-Food Items (NFIs) Project Manager

June 2024. Full time, 6-12 months.

Develop, establish, and manage Medair’s cash and voucher assistance (CVA) and non-food items (NFI) programming in Ukraine. This involves initial assessments, engaging with other actors, designing the project(s), contributing to proposals, developing and documenting processes and procedures, effectively managing and reporting on the project, capturing learning, and shaping Medair’s CVA and NFI strategy within Ukraine.

CVA Project Management

• Conduct CVA and NFIs assessments in Ukraine, identifying opportunities and challenges that the implementation of CVA and NFIs in the programme implies.
• Establish systems to efficiently implement CVA & NFIs interventions, including the development of SOPs.
• Manage the assigned project(s) and promptly report any operational concerns to the line manager (e.g. projected failure to meet objectives; increased beneficiary needs; projected over or under-spending on project budget).
• Provide strong leadership of the assigned project(s), working to ensure both short and long-term positive impacts and outcomes for the beneficiaries, local authorities, and local staff.
• Contribute to the development and implementation of an appropriate and effective strategy, including proactive planning for responsible exit in consultation with staff, field managers and with the local communities.
• Set clear objectives and indicators for project activities in collaboration with the staff and field managers.
• Provide input into the integration of beneficiary participation and accountability in all aspects of the project.
• Ensure accurate and timely reporting of activities according to Medair, donor, and other applicable timeframes and formats.
• Develop new proposals, linked to the country strategy and the assessed needs and gaps, in conjunction with the relevant field managers.
• Improve service to beneficiaries through unique and more effective responses to increase their self-sufficiency
• Monitor & supervise project activities, evaluating progress through outputs & impacts using both quantitative & qualitative data, and involving the project team in analysis and taking actions to ensure continued progress.

Information Management

• Monitor the data collection related to beneficiaries, Medair’s selection of households, and the tracking of cash payments to beneficiaries.
• Regular reporting to the country working groups on CVA and NFI assistance that is planned and completed.
• Ensure effective systems regarding database management and security are in place and maintained.
• Ensure data gathering is done according to the sector standards and relevant legislation, and results of lessons learned are integrated into the project. Household data is currently collected using Open Data Kit (ODK) through tablet software.

Staff Management

• Line-manage staff of the assigned project(s), including day-to-day management, recruitment, development and training, performance reviews, etc. It may also be necessary to line manage other project staff.
• Facilitate regular meetings to assist information sharing between project staff, to ensure all staff members are aware of project objectives and current work plans, and to provide the opportunity for feedback.
• Provide coaching & technical supervision to staff to develop ownership & responsibility for project activities.

Financial Management

• Create, manage and report on budgets for the assigned project(s) and ensure all project expenses are in line with budget plans, and meet the Medair‘s financial management standards, including accountability and good governance.
• Support the team where needed in the selection, set-up, and management of cash assistance modalities for the project, in alignment with the sector standards of the banking institutions concerned.

Communication and Coordination

• Develop appropriate, regular, transparent, and supportive communication structures with the assigned team, Medair in-country, and GSO managers and advisors to ensure good partnerships.
• Participate in coordination meetings with the Cash working group and NFI Cluster, Medair internal training, representing Medair and feeding back to staff and field managers on relevant issues.
• Liaise with the GSO CVA Advisor for support with the project design, management, and CVA country strategy drafting.

Logistics

• Support the logistics activities of NFI staff, particularly in relation to the purchasing of supplies and equipment for the assigned NFI activities.
• Liaise, as necessary, with the NFI, logistics, and finance staff to ensure items are procured, transported, stored, managed, and accounted for correctly.

Quality Management

• Liaise with the logistics and finance staff to ensure project implementation meets auditing standards in a timely manner.
• Ensure projects are implemented in line with donor proposals and requirements and in accordance with Medair, donor, country, and international standards, i.e., CALP, Sphere, and CHS standards.
• Ensure the inclusion of multichannel feedback measures, data protection considerations, and security aspects to be implemented to avoid fraud and corruption as well as unattended effects.
• Ensure accurate and timely reporting of activities in line with Medair as well as donor requirements and expectations and formats.

Security Management

• In the Project Coordinator’s absence, attend relevant external coordination and security meetings and feedback information.
• Ensure security procedures are in place, guidelines are kept up-to-date and staff receive relevant security information. Provide support in managing security incidents as required.

Administration

• Draw up, manage and periodically review contracts between Medair and external suppliers, ensuring they remain valid and relevant and that the terms and conditions are followed
• Submit accurate and timely internal reports and contribute on request to external reports.Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements

Staff Management

• Manage and oversee the assigned programme support staff including recruitment, day-to-day management, development and training, appraisal, performance monitoring, disciplinary action, etc. Includes Project Support Officer(s) at sub-based where present.
• Hold regular team meetings with the assigned programme support staff, reviewing team and individual objectives and ensuring team members are kept informed of issues relevant to their work

Communication

• Develop and maintain a transparent, honest and supportive communication structure with colleagues and partners to ensure they are kept informed of support related activities and requirements
• Develop and maintain positive relationships with partners, suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships
• Ensure good communication between project teams and support teams.

Quality Management

• Promote and use Sharepoint, Medair People, Fin4U, the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed
• In conjunction with relevant managers, review, develop and implement (as applicable) systems to improve transparency and to detect and ultimately prevent loss or fraud. Carry-out regular inspections and spot-checks, both on systems and on-going work, to ensure the best use of Medair assets and resources

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith- based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayer, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.