Job Description

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

Since 2022, the 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 psychosocial support for beneficiaries and strengthening the capacity of medical staff.

Role Overview

The Project Manager is responsible for the overall management and implementation of an integrated humanitarian project aimed at improving access to primary healthcare, psychosocial support, and protection services for vulnerable populations in frontline and hard-to-reach communities through mobile medical teams.

The position ensures the coordinated delivery of all project components, including medical services, case management, MHPSS, cash assistance for medical needs, and support to primary healthcare facilities.

The Project Manager is responsible for strategic and operational planning, coordination of mobile teams (doctors, nurses, psychologists, social workers), effective cooperation with primary healthcare providers, local authorities, and humanitarian partners, as well as the functioning of referral systems to specialized services.

The role also includes procurement and logistics management, ensuring timely delivery and distribution of resources, and maintaining continuity of service provision.

Key Responsibilities

Strategic Management and Coordination

Overall project management

• Provide overall leadership of project implementation in line with the approved proposal, logical framework, and work plan
• Coordinate daily project activities within Sumy region
• Ensure effective coordination of the mobile protection team and two mobile medical teams, including field visits
• Coordinate the work of the full team: case manager, psychologists, mobile medical staff, health manager, etc.
• Liaise with authorities, partners, health and protection clusters, social services, and healthcare facilities
• Develop outreach schedules and mobile team routes together with the logistics and procurement manager
• Oversee procurement of medical equipment and training materials in compliance with tender procedures and UHF rules
• Ensure implementation of communication strategy, procurement, and logistics in line with donor requirements

Team Coordination

• Coordinate two mobile teams: scheduling, workload distribution, and performance monitoring
• Define clear roles and responsibilities within the team and ensure internal coordination between transport teams, case management, and MEAL functions
• Ensure effective collaboration between programmatic, logistics, medical, and financial components
• Conduct regular coordination meetings and monitor task implementation

Financial and Operational Compliance

• Ensure compliance with procurement and tender procedures in close cooperation with procurement, finance, and operations teams
• Promote transparency and anti-corruption safeguards
• Maintain internal financial control in line with donor policies and audit standards
• Ensure proper documentation of all expenditures and audit readiness

Monitoring, Reporting, and Documentation

• Monitor achievement of logframe indicators and donor compliance
• Prepare interim and final narrative and financial reports in English according to donor requirements
• In collaboration with MEAL, implement feedback mechanisms (hotlines, QR codes, focus groups) and analyze data for program improvement
• Work with MEAL on data management (Airtable, KoBoToolbox) and GDPR compliance
• Prepare weekly and/or monthly reports on key indicators (number of transports, patient categories, response time, plan achievement rate, etc.)
• Participate in cluster meetings (Protection Cluster, Health Cluster) and coordination forums with partners

Capacity Building and Staff Support

• Coordinate trainings for social workers, educators, medical staff, and other professionals in Kharkiv and Sumy regions
• Oversee beneficiary data management and ensure confidentiality and data protection

Other Duties

• Temporary replacement of colleagues and extension of geographic responsibility when needed

Requirements

• Higher education in project management, public administration, medicine, public health, management, or related fields
• Minimum 2 years of proven experience managing humanitarian, medical, or health-related projects
• Full project cycle management experience (planning, implementation, monitoring, reporting, closure)
• Experience managing multidisciplinary teams (medical staff, MEAL, logistics, procurement)
• Proven experience working with donor compliance, including procurement procedures, budget control, and audits
• Experience implementing health sector projects
• Strong coordination skills with authorities, partners, clusters (Health, Protection), and healthcare facilities
• Ability to work in a dynamic humanitarian environment and adapt plans and operations quickly
• Willingness to travel regularly within Ukraine (mainly Kharkiv and Sumy regions)

Assets

• Experience with UHF, GIZ, BMZ, ECHO, or other international donors
• Experience managing mobile teams
• Experience in protection-related programming
• Experience with MEAL tools and databases (Airtable, KoBoToolbox or similar)
• Experience organizing trainings and capacity-building activities, including participant certification

We Offer

• Work in a dynamic team creating meaningful impact for vulnerable populations
• Opportunity to contribute to strategic decision-making at national level
• Official employment
• Competitive salary
• Professional development through trainings and capacity building
• Safe working conditions and psychological support for staff

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