Senior Program Quality Coordinator

IRC Ukraine was established following the eruption of conflict in 2022. The program currently has field offices in Kharkiv, Dnipro and Odesa and a head office in Kyiv to support programming inside Ukraine. 

Job Overview/Summary:

The Senior Program Quality Coordinator (SPQC) is reporting directly to the Deputy Director- Programs (DDP) and is responsible for leading the programmatic quality and supporting effective implementation of multi sector humanitarian activities within the IRC portfolio in Ukraine through direct implementation and Ukrainian partners. The SPQC will supervise all Technical Program Coordinators for Health, Women’s Protection and Empowerment (WPE), Child Protection (CP), Protection and Rule of Law (PRoL), and Economic Recovery and Development (ERD), participate in the Extended Senior Management Team, and drive programs’ quality initiatives in line with IRC IMPACT framework without forgetting timely implementation, which requires effective coordination with all departments across the country program.

The position is based in Kyiv with regular travel to Dnipro, Kharkiv, and Odesa. Travel to different locations may be required depending on program activities ( Minimum 30%)

Responsibilities:

• Manage Technical Program Coordinators to ensure timely and quality program delivery and implementation according to IRC’s Outcomes and Evidence Framework (OEF), IMPACT framework and organizational global best practices.
• In collaboration with DDP and technical program coordinators, contribute to participatory and inclusive proposal design and development processes, ensuring that projects are data-driven and aligned with the IRC Ukraine Strategy Action Plan (S100) and IRC Theories of Change.
• In collaboration with DDP and technical program coordinators, ensure and lead on inclusive, evidence-based program design that integrates multiple sectors, collaborating with partners to ensure a cohesive multi-sector presence in strategic locations.
• Support in the IRC S100 development, updating process and implementation.
• Ensure technical oversight over budgeting process that it is realistic and project implementation deliverables can be achieved to deadline.
• Liaise with the IRC Regional and HQ-based Technical Units to ensure regular and consistent engagement with the country program to provide technical oversight of programs.
• In line with the decentralization change management process, ensure consistent collaboration with Field Management Teams to ensure program implementation is collectively planned and coordinated.
• Promote inclusive approaches to programming that promote women and girls, people with disability, and elderly people to ensure assistance reaches the most vulnerable populations.
• Actively participate in regular programme cycle meetings, including all Budget vs Actuals Meetings, PCMs, ensuring follow-up on action points, and ensure technical quality and oversight. 
• In coordination with Technical Program Coordinators and the Grants Coordinator, support budget holders in accurately and consistently managing budgets, utilizing tools such as spending and procurement plans, and assisting Field Coordinators in timely spending and program implementation to meet targets
• Develop close working relationship with the Grants Coordinator to ensure IRC program implementation is compliant with the respective donor’s regulations.
• Coordinate with Technical Program Coordinators, Operations leads, and Grants Unit on all grant modifications, with a focus on identifying and troubleshooting potential issues well in advance.
• Develop a close working relationship with the Partnership Coordinator to ensure that projects implemented by Ukrainian partners are provided with the necessary support and collaborative problem solving to meet program deliverables.
• Work closely with MEAL Coordinator for all measurement related initiatives, ensure all the complaints and issues related to low quality programing are addressed and data-driven decisions are taken and implemented to assure consistent quality of programs.
• Support preparation of workplan for quality related actions prioritized in the Ukraine Strategy 100 and support in appropriate spending of the dedicated strategic budget.
• As needed and in coordination with the country program management, represents IRC in inter-agency forums and discussions.
• Support in donor’s relations and discussions – including keeping all donors up to date about IRC implementation in Ukraine, challenges, quality initiatives and future strategic work-streams.

1. Partnership Coordination and Capacity strengthening

• Support Technical Program Coordinators in championing robust partner relationship management characterized by the core partnership principles from IRC’s Partnership Excellence for Equality and Results System (PEERS) of responsibility, results-oriented approach, equality, transparency and complementarity.
• Support Technical Coordinators in appropriate proactive and reactive communications and engagement with IRC partners to ensure technical quality standards in program delivery through regularly scheduled partnership management meetings.
• Design, lead, and/or participate in relevant workshops and meetings to support coordination and collaboration, including partner monitoring visits and training events.
• Support Technical Coordinators in strengthening internal capacity and optimizing team structures to achieve partnership ambitions, ensuring program quality while aligning with decentralization goals through equal partnerships with local organizations.

2. Staff Management and Development

• Coach staff with the aim of strengthening their technical and management capacity, exchanging knowledge within the team and providing professional development guidance.
• Supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and providing documented semi-annual performance reviews.
• As part of succession plan and nationalization goals, ensure identification, training and capacity-development of national staff to successfully transition senior manager and coordinator roles and responsibilities to national staff within a reasonable timeframe.
• Promote and monitor staff care and well-being; approve and manage all leave requests to ensure adequate coverage.
• Lead and model successful adherence to IRC’s Global HR Operating Policies and Procedures.
• Champion Staff and Clients safeguarding policies in the workplace at all levels.

3. People Management and Development

• Maintain open and professional relations with team members across the Ukraine country program, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Take responsibility for discussing job expectations, performance, and objectives on an informal, quarterly basis with IRC Ukraine program staff.
• Ensure team members have clearly delineated function, work tasks and responsibilities to enforce accountability and clarity in role.
• Overall responsibility for staff timesheets, work plans and vacation schedules.
• With team members, identify individual training needs and ensure access to training and professional development resources appropriate to their skill gaps/needs.
• Lead with commitment, integrity and accountability on the “IRC Way” – Global Standards for Professional Conduct.

Required Experience/qualification/Skills:

• 5/6 years’ experience in an international NGO in similar role/with similar responsibilities. Experience in ensuring timely and quality implementation of large multi-sectorial and multi-year portfolios in unstable environments.
• Successful experience writing and coordinating high-value proposals for major donors (USG, UN, FCDO, EU, ECHO, SIDA etc.), including budgeting skills.
• Program development experience mandatory, including development of key project documents such as logical frameworks and monitoring tools.
• Experience directly managing and leading diverse teams and achieving positive results.
• Previous experience with remote management and/or implementation through partners a plus.
• Experience in implementing systems and standards to enhance program quality and effective planning (ex: data-driven, client-based) highly desirable.
• Excellent English writing and spoken skills are mandatory.
• Ability to prioritize effectively.
• Mastery of MS Word, Excel, PowerBi,PowerPoint, and Outlook.

Desirable:

• Master’s degree valued but not required
• Long-term career interest in humanitarian or development program management and/or strategy/quality
• Previous experience with an INGO
• Strong familiarity with IRC processes a plus
• The ability to work (read and write) in Ukrainian a plus

Demonstrated Skills and Competencies:

• A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.
• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development.
• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.
• Curiosity, a desire to continually learn and develop and a sense of humor is a must.
• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Key Working Relationships:

Position Reports to: Deputy Director – Programs

Position directly supervises: Technical Coordinators

Indirect Reporting (If applicable): None

Key Internal Contacts: Technical Coordinators, Field Coordinators, Grants Coordinator, Partnership Coordinator, SMT, Regional Team, and technical units.

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