Job Description

Mission Kharkiv is one of the largest medical charitable organizations in Ukraine in terms of the volume of assistance provided. One of our key areas of work is the systematic support of adult cancer patients.

Since 2022, our organization has been implementing large-scale programs for the supply of medicines, patient transportation and evacuation, first aid provision, distribution of hygiene kits, as well as providing psychosocial support to beneficiaries and strengthening the capacity of medical personnel.

Role Summary

The Project Manager is responsible for the operational management and day-to-day implementation of project activities, including the procurement and distribution of rapid diagnostic tests and emergency medical kits to healthcare facilities in five target regions.

The position involves ensuring coordination across procurement, logistics, and medical components of the project, overseeing implementation progress, and ensuring compliance with donor requirements and national legislation.

The Project Manager plans and implements procurement activities, coordinates delivery schedules with logistics staff and warehouse service providers, and ensures that project activities are carried out in accordance with the approved work plan.

The role also includes overseeing project monitoring, supporting engagement with healthcare facilities receiving medical supplies, and ensuring proper documentation of all operational processes. The position entails managerial oversight, technical support, quality monitoring, logistics planning, organization of tender procedures, regular needs assessments, communication with donors, and adaptation of the strategy in a dynamic humanitarian environment.

Work Format

Hybrid format, with an office in Kharkiv / Kharkiv region, including business trips across Ukraine (Kharkiv, Sumy, Dnipropetrovsk, Zaporizhzhia, Mykolaiv, and Kyiv regions).

Expected start date: May 1, 2026

Key Responsibilities

1. Overall Project Management

• Provide overall leadership for project implementation in line with the approved proposal, logical framework, and work plan
• Coordinate daily project activities across 5 target regions
• Ensure achievement of results, indicators, and expected outcomes

2. Team Coordination

• Manage the project team: accountant, procurement manager, logistics and security manager, driver, pharmacist/health manager
• Ensure effective coordination between programmatic, logistics, medical, and financial components
• Conduct regular coordination meetings and monitor task completion

3. Procurement Management

• Plan procurement (rapid diagnostic tests, medical kits)
• Oversee procurement processes together with the Procurement Manager
• Ensure compliance with donor requirements, internal policies, and legislation

4. Logistics and Distribution

• Coordinate supply, warehousing, and distribution of medical goods
• Monitor storage conditions (including temperature control)
• Plan deliveries to hard-to-reach and frontline areas

5. Monitoring, Evaluation, and Reporting

• Organize data collection and analysis on needs, beneficiaries, and coverage
• Track key indicators (number of patients, facilities, use of tests and kits)
• Conduct post-distribution monitoring
• Prepare regular reports for donors
• Ensure proper project documentation

6. Partner and Beneficiary Engagement

• Coordinate with healthcare facilities (primary healthcare centers and hospitals)
• Ensure timely delivery of goods and signing of handover certificates
• Engage with local authorities and partners to ensure access

7. Financial Coordination

• Work with the Finance Manager to monitor the budget
• Track expenditures and ensure budget compliance
• Participate in financial planning and forecasting

8. Risk and Security Management

• Identify risks (security, logistics, supply)
• Implement mitigation measures
• Coordinate safe access to target areas

9. Compliance

• Ensure adherence to donor requirements, internal procedures, and legislation
• Support audit preparation and inspections
• Ensure transparency and accountability

10. Feedback and Learning

• Organize feedback collection from healthcare facilities and beneficiaries
• Analyze lessons learned and improve project implementation
• Adapt approaches based on field realities

Other Duties

• Temporary replacement of colleagues, expansion of geographic scope of responsibility, and execution of special assignments from management

Requirements

• Higher education in project management, medicine, public health, management, or related fields
• At least 2 years of proven experience managing humanitarian, medical, and/or healthcare projects
• Practical experience in the full project cycle: planning, implementation, monitoring, reporting, and closure
• Experience managing multidisciplinary teams (medical staff, MEAL, logistics, procurement)
• Proven experience with donor compliance, including procurement procedures, budget control, and audits
• Experience implementing healthcare-related projects
• Strong coordination skills with authorities, partners, clusters (Health, Protection), and healthcare facilities
• Ability to work in a dynamic humanitarian environment and quickly adapt plans and routes
• Willingness to travel regularly across Ukraine (primarily Kharkiv, Sumy, Dnipropetrovsk, Zaporizhzhia, Mykolaiv, and Kyiv regions)

Assets (Nice to Have)

• Previous experience working with international donors
• Experience conducting or supporting needs assessments and adaptive programming
• Practical experience with MEAL tools and databases (Airtable, KoBoToolbox, or similar)
• Knowledge of GDPR / personal data protection in humanitarian programs
• Experience organizing and coordinating trainings and capacity-building activities, including participant certification
• Certification in PSEA and other humanitarian training

We Offer

• Work in a dynamic team creating positive change for vulnerable communities
• Opportunity to implement strategic decisions at the national level
• Official employment
• Competitive salary
• Professional development through training and workshops
• Safe working conditions and psychological support for staff