Context and project description:

The war in Ukraine, which began in February 2022, continues to cause a severe humanitarian crisis, especially in frontline and eastern regions. VIS has been actively operating in the country since April 2022 through a multisectoral emergency response, in close collaboration with local partners including the Salesians of Don Bosco and STEP-IN Ukraine.

The Project Manager will oversee two AICS-funded humanitarian initiatives implemented in Dnipropetrovska, Zaporizka, and Kharkiv oblasts. These projects aim to provide integrated humanitarian assistance to internally displaced persons (IDPs), vulnerable host communities, children, women, persons with disabilities and elderly people. Interventions include:

• primary healthcare and psychosocial support through Mobile Medical Teams (MMTs),
• child protection and case management services,
• in-kind distribution of food and essential items,
• education in emergency through community-based learning spaces,
• capacity building for local social and health personnel.

Operations are based in Dnipro, with field activities across multiple regions in Dnipropetrovska, Zaporizka and Kharkiv oblasts. VIS works in coordination with national clusters (Health, Protection, Education), local authorities, and implementing partners. The overall approach ensures adherence to humanitarian principles while promoting localisation, sustainability and resilience.

General purpose of the position:

The Project Manager is responsible for the overall development, management, planning, implementation, and monitoring of the AICS-funded projects, ensuring quality execution from inception to completion. Oversees the activities and coordination of both project teams, ensuring proper delivery, budget follow-up, monitoring, and timely reporting.

She/he collaborates with the East Ukraine Projects Coordinator to define and plan project objectives and priorities in line with VIS strategic direction, identifying humanitarian needs, analyzing contextual challenges, risks, and constraints, and determining human and financial resource requirements.

In addition to technical oversight, the Project Manager is also responsible for maintaining strong coordination and communication with AICS Kyiv, implementing partners, and relevant stakeholders. The role works in coordination with East Ukraine Project Coordinator for all programmatic aspects and reports to the Country Representative for institutional relations and strategic positioning.

Main responsibilities and tasks:

The Project Manager is responsible for the overall coordination, implementation, and monitoring of the AICS-funded projects in Dnipropetrovska Zaporizka and Kharkiv oblasts, ensuring that all activities are delivered in accordance with project objectives, timelines, budgets, and donor requirements.

Under the supervision of Country Representative and in coordination with East Ukraine Projects Coordinator) the project manager will carry out the following tasks:

• Project Planning and Implementation
  • Lead the operational planning of project activities, ensuring alignment with the logical framework, approved budget, and donor guidelines.
  • Supervise and coordinate the work of the project teams in the field, providing technical and managerial guidance and ensuring the delivery of quality services.
  • Ensure close coordination between different project components (health, protection, education, in-kind assistance) and partners involved in the implementation.

• Monitoring, Evaluation and Reporting
  • Oversee the implementation of internal monitoring systems and tools to track progress and quality of interventions.
  • Organize regular field visits and review sessions to monitor results, identify bottlenecks, and propose corrective actions.
  • Ensure timely preparation and submission of high-quality narrative reports to AICS, in coordination with admin/log and MEAL staff.
  • Contribute to internal reporting to VIS HQ and support the development of lessons learned and best practices.

• Donor and Institutional Relations
  • Maintain direct and regular communication with AICS Kyiv, sharing project updates, addressing requests for clarification, and facilitating visibility and field visits.
  • Participate in coordination meetings convened by AICS and joint initiatives with other Italian NGOs active in Ukraine.
  • Support the Country Representative in strategic positioning with institutional stakeholders and donors.

• Coordination and Representation
  • Represent VIS in coordination forums relevant to the project, including Health, Protection and Education Clusters, as well as working groups at oblast and national level.
  • Ensure accurate and timely submission of monthly 5Ws and other reporting required by the clusters and humanitarian coordination bodies.
  • Foster strong collaboration with implementing partners, local service providers, authorities, and community representatives.

• Compliance and Risk Management
  • Ensure compliance with VIS internal procedures and AICS regulations, in close coordination with logistics, finance, and administration departments.
  • Contribute to risk analysis and mitigation strategies related to project implementation, including procurement challenges, access constraints, and security considerations.

• Staff Supervision and Capacity Building
  • Line-manage project staff, ensuring regular performance review, capacity development and motivation.
  • Organize team meetings, planning sessions, and trainings as needed to strengthen technical and operational capacity.

• Communication and Visibility
  • Contribute to the development and implementation of the project’s communication and visibility plan in line with donor guidelines.
  • Provide content and updates for institutional communication, visibility materials, and success stories.

The Project Manager will work in close coordination with all VIS departments and with project partners to ensure an integrated and coherent approach to implementation.

Requirements:

Knowledge and skills:

• University degree in a relevant subject such as Political Sciences, International Relations, Humanitarian and International Cooperation Management / Development Studies or related field
• Minimum 4 years of professional experience in management of humanitarian project/program, including financial management and logistics responsibilities.
• Minimum 2-year experience in complex emergency settings and insecure countries
• Knowledge of Humanitarian Essentials, Sphere and Humanitarian Accountability Partnership (HAP) Standards and other international humanitarian guidelines and protocols.
• Advanced planning, assessment, and analytical skills.
• Good report and proposal writing skills.
• Previous working experience with AICS grants is a key asset.
• Strong knowledge of Italian (spoken and written) and work knowledge of English (spoken and written)

Abilities and personal requirements:

• Analytical thinking, analysis capacity.
• Strong interpersonal skills: communication, diplomatic skills, and problem-solving
• Commitment to VIS and Salesians Partners value and principles.

How to apply: to send the application fill out the form  specifying the role: 3433 PM Ukraine

We require a CV, a motivation letter and References (at least 2 contacts).

Deadline for the application: 23/09/2025

Only profiles that meet the requirements will be contacted.

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The selection process is based on non-discriminatory criteria, whereby candidates are selected without any distinction of ethnicity, gender, political and sexual orientation, Religion, personal opinions.

The VIS shall apply zero tolerance for all forms of abuse, exploitation or violence against children, adolescents, young adults and adults and/or other behaviour that is not respectful of human dignity by their staff, partner staff or other personnel associated with the NGO.