Project Manager

Project Manager 

Location: Dnipro, with frequent travel to field activities
Position Type: National
Position Status: Full-time, fixed-term employment contract for the project period
Reports to: Country Director (CD)
Line Management: Project Officers (POs)
Supports: Social Workers (SWs)
Works directly with: Head of Finance, MEAL Manager, Procurement & Logistics Manager, local partner NGOs, and others
Salary: Based on the HAI Salary Scale

About the HelpAge International 

HelpAge International works with partners and a diverse global network of more than 170 organizations across 90 countries, supporting millions of older people to live safe, dignified, and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age.

Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience. Our 2030 strategy Ageing in a Just World sets out how we will work together to shape the future we all share. By ensuring that all our work promotes wellbeing, dignity and voice, we can be a positive influence in the lives of current and future older people.

 About the HelpAge Ukraine 

HelpAge has been operating in Ukraine since 2014, establishing an office in Kyiv and provided programmatic outreach in the Eastern region (Donetsk and Luhansk oblasts).  

HelpAge in Ukraine relocated its main office from Kyiv to Lviv in April 2022 due to the full russian invasion. HelpAge has offices in Kyiv, Lviv and Dnipro now. Internal coordination including regular programme coordination meetings with HQ in London and other country colleagues takes place on a weekly basis.

 Position Summary

The Project Manager will coordinate the humanitarian project “Inclusive humanitarian protection, health, and basic care services for vulnerable older people and people with disabilities affected by the war in Ukraine” funded by the German Federal Foreign Office (GFFO). Responsibilities include ensuring compliance with HelpAge policies, managing project implementation, monitoring and reporting, budget control, and partner coordination in Dnipro and Kharkiv oblasts.

Essential Job Responsibilities

Coordination (10%):

• Encourage project cohesion through coordination with local Partners.
• Ensure project quality and impact through liaison with the programme quality team with all departments 
• Build relationships with authorities at the level of communities. Ensure good communication of security relevant information in each location including various field sites and offices.
• Ensure participation in the relevant meetings with Partners and regional/local authorities. 

Project Coordination (60%) 

• Maintain an in-depth knowledge of key project documentation and ensure that the Project Officers and Social Workers are familiar with the project goal, objectives, and activities, required donor procedures and the approved project proposal.
• Together with your line manager, review existing project design, objectives, outputs, indicators, and budget to ensure that they are appropriate and realistic, and if required, suggest changes.
• Regularly work with the budget to make appropriate changes
• In the supported locations, provide overall supervision to work planning processes to ensure priorities are identified, and appropriate strategies to address them are implemented.
• Ensure project quality and the application of best practices in HAI Programme Standards:
• Wherever possible, ensure HAI Ukraine programming principles, in particular gender, rights-based and case management approaches, are incorporated into all project activities.
• Maximize opportunities to integrate lessons learned and best practices.
• Coordinate and ensure input from staff in the field.
• Be responsible for all aspects of the accountability for particular project.
• In coordination with MEAL Team contribute to data collection, storage, and analysis.
• Oversee a Complaints Response Mechanism (CRM) in the project locations, which ensures all HAI beneficiaries can provide confidential complaints and feedback about HAI, ensure that Pos and SWs are familiar with the CRM.
• Ensure data protection and confidentiality at all stages of the process.
• Coordination of information gathering and preparation of reports.
• Working collaboratively with the Head of Finance to monitor project spending monthly and project actions taken in case of over/under expenditure with the support from line manager.
• Recruit POs and SWs through transparent, rigorous, and soundly justified procedures in line with HAI policies and values
• Manage POs and SWs performance and development, providing appropriate and timely feedback.
• Ensure that all HAI Ukraine policies followed by POs and SWs.
• All project information (both programmatic and financial) for the audit is available and accessible in the field office.
• Assist in the identification and preparation of the success stories of beneficiaries.
• Ensure compliance with respect to Donor "Visibility" requirements (logos, photos etc.).
• Provide support on safety & security issues to POs and SWs under the guidance from line manager and Security Officer.
• Conduct regular meetings with implement partners to be shure than implement project activities quality and in time
• Provide all necessary support control them on the monthly basis and insure collect all necessary information for the donor report.
• Conduct regular field monitoring visits to the AoO 

Reporting (25%)

 Preparation on monthly reporting, including update for KPIs.

• Preparation and edit donor required project reports in English for line manager review.
• Preparation necessary information, PPP for different events about project activities

Other (5%) 

• English speaking employees are expected to provide verbal and written translations when required.
• Assist in writing project reports. 
• Other program related tasks given by direct supervisor. 

Qualifications

Essential

• Strong knowledge of project management and ability to ensure quality and best practices.
• Understanding of HAI programming principles (gender, rights-based, case management).
• Excellent team-working skills and ability to work in a multicultural environment.
• Strong interpersonal and networking skills.
• Ability to manage and develop team members.
• High-quality report writing and proposal development skills.
• Good communication skills in English and Ukrainian.
• Ability to review budgets and monitor expenditure.
• Ability to prioritize work and meet tight deadlines.
• Willingness to travel across Ukraine as required.

Desirable

• Experience or knowledge of ageing and issues facing older people in emergencies or development contexts.
• Strong written and spoken English.

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older persons and their communities, and to make an impact that matters.

HelpAge International Employee Core Competencies:

The competency framework of HelpAge International is designed to set out clearly and transparently the skills and behaviours our people need to help us deliver our vision and mission. It supports key HR systems including workforce planning, recruitment and selection, performance management, learning and development and succession planning. The competencies and their “behavioural attributes” define what each person needs to do to be successful and to contribute to the HelpAge International’s mission, vision, and 2030 strategy. As such, they can be used for all our workforce, including staff and volunteers/interns.

1. Working Collaboratively with Others.
2. Adaptability and Flexibility. 
3. Supporting and Facilitating Change.
4. Extending HelpAge’s Reach and Impact.
5. Diversity and Inclusion. 

The framework was developed following an inclusive process of a staff survey along with input and feedback from a Competency Framework working group. The working group included staff from across different countries and global teams to ensure that the framework reflected the needs of HelpAge International across the board.

HelpAge employees are expected to conduct themselves in a professional manner and respect local laws, HelpAge's policies, procedures, and values always and in all in-country venues.

HelpAge is International is committed for safeguarding, ethical and free harassment work environment:

HelpAge International is committed to safeguarding all people who come into contact with our work, including older people, at-risk adults, children, and our staff. We do have zero tolerance towards that employee who violates our code of conduct and safeguarding policies, those include:

The Code of Conduct policy defines rules for the following:

• Standards of Behavior.
• Anti-discrimination, harassment, and bullying.
• Anti-corruption. 
• Rules for social media. 

The Safeguarding policy defines rules for the following:

• Sexual Abuse of Beneficiaries and Community Members (PSEA), 
• Child Safeguarding Policies, 
• Anti- Human and Child Trafficking Policies, 
• Sexual Misconduct in the Workplace Policies,

How to apply

Attention! This vacancy is open for Ukrainian and International citizens. The closing date for applications is the 15th of January 2026. Please be aware that interviews will be scheduled on a rolling basis until the position is filled, and only short-listed candidates will be informed. If you did not hear from us within two weeks after the application closing date it means your application was not successful.