Program Coordinator, Ukraine

Kyiv, Ukraine | Ukraine | Full-time

Apply by: July 18, 2024

Program Coordinator, Ukraine


Lutheran World Federation (LWF) World Service (WS)

LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over twenty countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.

A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work, and for our field presence in hard-to-reach areas. Our work is people-centred and community- based. Above all, we work with the most vulnerable, and in order to claim and uphold their rights, we engage proactively with local government and community structures.

In response to the crisis in Ukraine, LWF Ukraine has established humanitarian operation in Kharkiv and Chernihiv oblasts in the areas of Shelter rehabilitation, Winterization, Education/school rehabilitation, Protection including Mental Health and Psychosocial Support (MHPSS), Multipurpose Cash Assistance and Livelihoods. LWF Ukraine aims to support internally displaced persons and other affected communities in the Kharkiv and Chernihiv oblasts.

LWF Ukraine coordinates and works closely with the Government of Ukraine, local authorities, the LWF member church, ACT Alliance members, civil society organizations, UN agencies and other relevant actors.


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The Program Coordinator (PC) shall be responsible for coordinating the LWF Ukraine program implementation and reporting to the Country Team Leader to carry out his/her duties. This is a senior position, member of the Country Management Team (CMT), which requires effective diplomacy, critical and analytical skills, facilitation and communication skills, and representational and reporting skills.


Required qualifications.

University degree in a relevant field.


Knowledge, skills and experience

Significant working experience at the management level in humanitarian assistance or development-oriented programs within an international environment and preferably with church-related or non-governmental organizations.

Strong leadership, conceptual and analytical skills, and demonstrated organizational, management.

Knowledge and experience of cooperation with the United Nations, international and Ukrainian NGOs, and international development cooperation in the field of humanitarian assistance.

Previous working experience in communication and cooperation with the Ukrainian local authorities is desirable.

Extensive experience in research, reporting and design of humanitarian programs in a complex emergency environment.

Knowledge of the current situation and humanitarian needs in the context of Ukraine. 

Strong understanding of the project cycle and emergency intervention.

Working in a fast changing and hostile environment.

Experience in setting up humanitarian programs.


Language Skills

English: advanced verbal and written skills.

Ukrainian and Russian language skills desirable. appreciated.


LWF Core Skills

Leadership - Level resource*

Achieving results - Level resource

Accountability - Level resource

Analytical thinking - Level advanced

Initiative - Level advanced

Working effectively with others - Level advanced


LWF Functional Skills

Project Management – Level resource

People Management - Level resource

Capacity building/ Training – Level resource

Communication - Level advanced

Stakeholder management - Level advanced.


LWF 3 skills levels are: basis - advanced – resource.


Main duties


Assist the Country Team Leader in the management of the program through close and consistent involvement in the decision-making processes at the highest level.

Participate actively as a member of the Country Management Team.

Overall responsibility for a variety of bilateral and consortium projects of the above-mentioned thematic sectors, M&E and learning, grants and business development, in close collaboration with the Country Team Leader.


Institutional fundraising

Support the Country Team Leader in developing and implementing a business development plan for the LWF Ukraine Emergency Program.

To support as required the Country Team Leader in further developing key relationships with the main institutional donors in-country.

Coordinate and lead the development and elaboration of program proposals for LWF related agencies and institutional donors.

Ensure the timely submission of high-quality concept notes, proposals and donor reports.




Program management

Ensure that the implementation is guided by result management principles and have effective planning and implementation review processes in place.

Line manages Field Team Leaders ensuring field offices performance objectives are aligned to program delivery.

Manage budgets and resources in line with organizational policies and procedures.

Analyse the current humanitarian situation and needs in the context of Ukraine.


Monitoring, Evaluation and Learning

Ensure the PMER system is in line with organizational guidelines and program design in order to meet LWF quality and accountability, donor policies and international standards.

Ensure that the LWF program activities implementation is guided by result management principles and have effective planning and implementation review processes in place.

Undertake regular monitoring visits to program areas and provide feedback to the Country Management Team (CMT).

Participate actively in relevant inter-agency sectoral coordination meetings and working groups.


Donor and Grants management

Previous experience working with major institutional donors; UN Pooled funds, UNHCR, ECHO, PMR, BHA, UNICEF, IOM and European Commission.

Track program implementation progress, program context and provide regular updates to Country Team Leader.

Coordinate with Field Team Leaders, finance, and support departments to ensure timely grant utilization and compliance with donor requirements.


Financial Management

Review the program budget monthly, advise on corrective action relating to underspends or overspending and ensure that accurate forecasting is completed.

Advise the Country Team Leader and the Finance Manager of any variances and recommend solutions.

Comply with authorization levels for program expenditure.


Staff management

Work with directly reporting staff by coaching, training, and mentoring to ensure the development of their management skills.

As required by the Country Team Leader participate in the recruitment process of relevant international and national operation staff.


Other duties

As may be assigned by the Country Team Leader.


Major challenges

To assure the highest standards of program management and accountability of the Ukraine Emergency Program in line with LWF World Service and donor policies and international standards.