Country: Ukraine
Organization: ACTED
Closing date: 12 May 2022

Fixed term | 6 months | ASAP


Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. With a team of 5,900 national staff and 400 international staff, ACTED is active in 38 countries and implements more than 500 projects a year, reaching over 20 million beneficiaries.

ACTED Whole of Ukraine

ACTED started its operations in Eastern Ukraine in 2015 to provide support to vulnerable people affected by the conflict that began in 2014. In 2022, as refugees are fleeing clashes across Ukraine triggered by military operations, ACTED is now extending its activities to deliver critical assistance to displaced persons in the main hosting regions and to support self-help and local organizations groups that have spontaneously formed. As the number of civilian casualties continues to grow and damage to critical infrastructure increases, ACTED is scaling-up its humanitarian assistance to help ensure those in transit, internally displaced or remaining in hotspots receive the basic support they need, including cash assistance, water, food and hot meals, blankets, hygiene supplies and access to mobile heating points. Finally, ACTED is also taking part in the ongoing efforts to provide humanitarian assistance to refugees in the neighbouring countries of Poland, Romania and Moldavia where 3 humanitarian response teams have been deployed.

You will be in charge of

1. Positioning

Context analysis: Ensure ACTED has an up-to-date understanding of the area’s socio-economic situation, trends, needs and gaps, and who does what and where (3W)

Strategy Implementation: Take a lead role in implemeting ACTED’s coutry program strategy in the area identifying strategic opportunities for expanding ACTED’s work in the area, and in particular

Identify new opportunities and new sectors of intervention
Consolidate and stabilizate programming
Review the geographic and thematic footprint
Ensure activities are relevant and meeting area/beneficiary needs
Identify ACTED added-value
Ensure humanitarian principals are adhered to
Contribute to identifying new donors, private sector partners, national and international NGOs, think tanks, academia, etc. to work with in the area based on complementarity and added value

Networking, positioning and general representation

Participate in donor meetings at area level and communicate relevant information to the Country Director and other relevant staff;
Establish, maintain and improve active and regular working relationships with other NGOs, UN agencies, clusters, working groups, consortia, etc. at area level ensuring maximum visibility of ACTED
Establish, maintain, and improve active and regular working relationships with local authorities and where necessary non-state actors and obtain required authorizations and buy-in for ACTED’s activities at area level
Ensure ACTED is represented in key clusters, working groups, NGO coordination bodies, etc. at area level

Proposal development

Lead assessment(s) at area level to ensure proposals are relevant
Support the Country Director and Project Development Department in proposal conceptualisation (problem statement, logframe) within the framework of the country, regional and global strategy
Contribute to budget design ensure budget needs at area level have been taken into consideration

Advocacy: Contribute to drafting issues papers, advocacy notes, press releases on relevant humanitarian and development issues in the area of operation

Promotion of ACTED network: Keep abreast with and contribute to ACTED’s global initiatives and global trends, in particular Impact (REACH, Agora), Convergences and Oxus

2. Management and Internal Coordination

Staff Management

Ensure that all staff in the area understand and are able to perform their roles and responsibilities related to area operations and link with the capital Head of Departments
Promote team building, productivity and staff welfare
Mentor and support the team to build capacities, and improve efficiency and performance, and follow career management
Manage interpersonal conflicts among staff at area level

Internal Coordination

Facilitate interdepartmental communication and information sharing for a positive working environment
Ensure implementation of ACTED coordination mechanism at area level (WAM, MAR, FLAT meeting, etc.)

3. Project Implementation Follow-up

Project Implementation Tracking

Supervise Project Managers in the area and provide support to project implementation through trouble shooting and eliminating blocking points
Monitor output achievement, cash burn rates and ensure a time completion of projects through review of PMFs, BFUs and project reports
Ensure that relevant project information are up-to-date and available for reporting purposes
Ensure coordination and complementarity amongst projects within the area of intervention

Project Quality Control

Ensure the application of a practical field based M&E system/plan for each project
Conduct frequent field visits to project sites to assess activities and ensure efficient use of resources
Advise Project Managers to adapt projects according to monitoring and evaluation findings
Ensure beneficiary feedback mechanisms are in place
Ensure capitalisation of best practices and lessons learnt for projects in the area of operations.

Partner Management

Identify potential local partners in the area based on an assessment of complementarity and added value
Provide support to partners in project implementation and ensure timely and qualitative implementation of projects by partners in line with ACTED and donor requirements

4. FLATS Management

Finance Management

Control project budgets at area level to avoid under/over spending
Ensure accurate budget forecasting and efficient cash flow management
Ensure timely and accurate area finance TITANIC reporting

Logistics & IT Management

Ensure timely procurement and adherence to rules of origin and nationality at area level
Ensure quality supply management at area level
Ensure proper asset management at area level and enforce asset investment policy
Ensure proper stock management at area level
Ensure proper IT systems, data back-up and protection from malware at area level
Ensure sufficient and reliable means of communication at area level
Ensure timely and accurate area logistics TITANIC reporting

Administration and HR Management

Ensure transparent and timely recruitment of national staff and contribute to international staff recruitment upon capital request
Proactively adapt the staffing structure to needs and funding
Ensure regular performance appraisal and career management for staff at area level
Ensure timely and accurate area HR TITANIC reporting
Ensure timely exit forms

Transparency/Compliance Management

Minimize risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures
Ensure that staff is aware of ACTED’s transparency and whistle blowing policy

Security Management

Analyse the security context at area level and in close collaboration with the Country Security Manager contribute to defining, analysing and evaluating risks
Engage with relevant key stakeholders at area level to ensure access and support of interventions
Address security and safety risks by implementing standard operating procedures defined for the area
Ensure the offices and houses conform to recommended security, health and safety standards
Ensure all staff in the area adhere to security procedures
Ensure security incidents at area level are promptly reported to the capital

Expected skills and qualifications

University education in a relevant field such as international development, emergency operations, humanitarian programming, technical degree in camp management, or the like
Extensive project management experience (management, planning, staff development and training skills) in emergency and/or development programmes
Base management skills preferred
At least four years relevant work experience, preferably including camp settings
Proven capabilities in leadership and management required
Ability to work well and punctually under pressure
Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms
Ability to work well and punctually under pressure
Knowledge of local language and/or regional experience an asset


Salary defined by the ACTED salary grid depending on education level, expertise, security level and experience
Living allowance of 300 USD
Lodging and food provided in the ACTED Guesthouse / or housing allowance (depending on the contract lenght and country of assignement)
Flight tickets in and out + Visa taken in charge by ACTED
Provision of medical and repatriation insurances

How to apply:

Send your application (resume and cover letter) to Ref: AC Vinnytsia/UKR

Please note that ACTED does not charge any fee at any stage of the recruitment process.

Categories: NGO Jobs