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VIS - Volontariato
Emergency Response ProgramCoordinator

Role: Emergency Response ProgramCoordinator

   Country: Ukraine

   Duty Station: Based position in Lviv with frequent travel to Dnipro

   Starting: As soon as possible

   Contract duration: 6 months

   Reporting to: Global Humanitarian Coordinator

   Supervision of: project staff


Context and project description:

After one year of war in Ukraine, the situation for internally displaced persons (IDPs) remains dire. The conflict has led to the displacement of over 1.5 million people, with many forced to flee their homes in search of safety and shelter. A first assessment mission was carried out by VIS in early March 2022 at the Polish border point of Medyka to identify the needs of refugees fleeing from Ukraine and immediately began providing lifesaving support to IDPs in Lviv first and then to Kyiv, Zhytomyr oblasts in food security, shelter and child protection sectors. VIS main office is in Lviv and two more operational offices had been opened in Kyiv and Dnipro. VIS is officially registered in Ukraine.

General purpose of the position

VIS Ukraine is looking to expand its emergency programming into new geographical areas in the eastern region of Ukraine. The position will be instrumental in helping to carry out research, leading assessments and making recommendations in response to increasing humanitarian needs..

Main Tasks and Responsibilities

The ER Program Coordinator is responsible of the management, the set-up of new programs, of the implementation and coordination of the designated field projects. Providing leadership, strategic direction, management and evaluation of all aspects of the VIS projects. The ER Program Coordinator also plays a key role in liaison with local authorities and other relevant stakeholders, team leadership and security.

Project Identification and Design

  • Support the team in identifying suitable areas for intervention, carrying out research and making recommendations for project responses, support in identification and formulation of project proposals. Liaison and collaboration with other INGOs and potential partners.
  • Facilitation of project design in close collaboration with the team. Coordination with Clusters and other organisations and authorities.

Project Management

  • Ensure projects are established with infrastructure in place in collaboration with Global Humanitarian Coordinator. This includes staffing, transport, work spaces, permissions, systems and processes, communications, reporting mechanisms, and security.
  • Oversee the overall implementation of the designated project(s) in accordance with the project proposals, ensuring objectives are met within the required time frame and budget.
  • Manage a comprehensive activity plan for the designated project(s), including resource needs analysis, covering the time frame of the project proposal. Support relevant Field officer (s) in day-to-day decision making as requested.
  • Ensure that regular monitoring and evaluation assessments against project objectives are conducted and reports made to the relevant in-country, HQ and/or to donors.
  • Maintain an overview of the national context with a view to the strategic development of new projects both in current sites and in surrounding regions. This may include baseline needs assessments.
  • Support the CR/ Global Humanitarian Coordinator and Administrative Desk in the development and production of new concepts and proposals.
  • Ensure complete and timely reporting of activities to VIS, donors, line managers and any other relevant bodies.
  • Ensure all relevant documents related to the designated project(s) are produced and filed according to VIS.


Develop and maintain relationships with relevant stakeholders (e.g., beneficiaries, community leaders, local and national government officials, donors, UN agencies, and other NGOs) and represent VIS at meetings (e.g., state and local government, sector-coordination and security) in order to ensure cooperation and partnerships.

Financial Management

  • Plan and construct the budgets for the designated projects, in collaboration with the relevant field staff and the Administrative Desk and in accordance with donor guidelines.
  • Working with the relevant field staff, ensure that budgets are spent according to donor proposals and regulations and within the appropriate timeframe, making any budget adjustment recommendations to the Administrative Desk
  • Monitor the spending of the designated project(s) to ensure they operate in line with VIS and donor guidelines for financial accounting and reporting practices.

Staff Management

  • Ensure all personnel related processes for the staff of the designated project(s) are carried out in accordance with VIS guidelines. This includes recruitment, appraisal, objective setting, development and training, disciplinary action, etc. in coordination with the HQ HR responsible.
  • Ensure that staff receive appropriate and adequate training by providing mentoring and coaching and through the promotion of capacity building of local staff.
  • Hold regular team meetings and, through a consultative leadership style and a transparent, honest, and supportive communication structure, develop and build an effective team.

Security Management

  • Lead, monitor, and review, in collaboration with the Global Humanitarian Coordinator , security assessments for new locations and the security status of the area(s) of operation on a regular basis, liaising as applicable with local authorities, other NGOs, the UN or other relevant security bodies.
  • Ensure all staff members working for the designated projects and all visitors receive appropriate briefings and on-going training in security-related topics.
  • Ensure security plans and protocols for the area(s) of operation are updated and implemented in response to changes in the security situation.
  • Oversee and monitor staff adherence to security protocols, including security incident reporting.

Quality Management

  • Promote and use the VIS operating procedures, ensuring that all standardised formats are used, and guidelines are followed. Ensure robust AAP mechanisms are put in place and being actively used.
  • Ensure designated project(s) are implemented in line with donor proposals and requirements and in accordance with VIS, donor, country, and international standards e.g., Sphere and HAP standards, etc.
  • Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits and at other relevant times.




  • University degree in Management / Development / Business Administration or in any relevant subject.
  • 4-year post-qualification experience in humanitarian aid coordination or emergency response and programme/project(s) context.
  • Excellent interpersonal, communication and networking skills, including the ability to develop and manage effective relationships with current and new donors.
  • Knowledge of Humanitarian Essentials, Sphere and HAP Standards and other international humanitarian aid guidelines and protocols.
  • Advanced planning, assessment and analytical skills. Proven report and proposal writing skills.
  • Able to work with project budgets, financial reports and financial management systems.
  • Strong working knowledge of English (spoken and written).
  • Ukrainian and Italian are an asset.

Personal requirements:

  • Capacity to work under pressure.
  • Creative, open-minded, flexible, self-learner, dynamic, servant-hearted and problem solver.


Fill the application form, object: 2132 ER Program Coordinator UKR

Include: a copy of the CV, a motivation letter and the references (at least 2 contacts).

Deadline for the application: 31st of March 2023

Only shortlisted candidates will be contacted.