Ukraine: Program Manager


About The Position

Center for Civilians in Conflict is an international nonprofit with offices around the world working to improve protection for civilians caught in conflict zones. Our mission is to work with armed actors and civilians in conflict to develop and implement solutions to prevent, mitigate, and respond civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at

CIVIC is expanding its presence in Ukraine and is looking for highly-motivated professionals to join the organization Ukraine country program. 


The program manager will provide advanced support to Ukraine Country Director and partly to Europe Director to successful implementation of projects within the Ukraine and Europe portfolios. This includes all aspects of managing the projects, day-to-day operational support, financial management of the project, and grants administration. This position requires professionalism, strong written and verbal communication skills in Ukrainian and English, attention to detail, and ability to think logically and follow a process through to completion with minimal supervision.

Location:  Kyiv, Ukraine

Travel: 30% of time, mostly to east of Ukraine, at least one trip per year to CIVIC’s European headquarters in Geneva, and possibly to Washington DC

Reporting to: Country Director Ukraine (Ukraine program) and Europe Director (Europe portfolio)

Staff reporting: Program Assistant

Key functions:

  • Responsible for the day to day management of projects within the Ukraine country portfolio, ensures all projects are on time, scope and budget.
  • Provide direct support to Country Director and Europe Director on finance and accounting, reporting, budget follow-up, grant management, donor communications, desk research, and both short and long term programmatic goals.
  • Together with Country Director, review existing project design, and if required, suggest changes.
  • Work with the country team to develop strategies to meet all the required deliverables for donors on grants.
  • Provide operational and technical support to multiple projects, including document and information management, monitoring and responding to internal and external deadlines, synthesis of financial and other data, and communicating with staff and donors.
  • Ensure budget tracking and pipeline are accurate and within the parameters of the grant agreement.
  • Prepare regular, special, progress and other reports and ensure that all reporting requirements are met in a timely manner.
  • Conduct timely routine activity quality monitoring, including field-site monitoring, carry out assessments as required– ensure data is shared in a timely fashion with the MEL Advisor.
  • Draft documents related to grant administration: no-cost extensions, budget justifications, concept notes, project proposals, logframes, etc.
  • Work across program and country teams to encourage collaboration, efficiency and consistency of processes.
  • Ensure strong dialogue and coordination between the Country Office in Kyiv and the Field Office in Kramatorsk.
  • Identify, document and disseminate relevant program successes, challenges and follow up on implementation of action points.
  • In cooperation with the Country Director, identify local and international consultants, develop scopes of work and prepare consultancy contracts in line with organization policies and procedures.
  • Europe Portfolio: assist the Europe Director in tasks related to donors’ management: proposal and concept note writing, grant management, budget follow-up, monitoring and reporting.
  • Set work plans and manage the workflow of the Project Assistant to ensure s/he delivers the expected results. 


  • MA/MBA degree and 5-7 years of relevant work experience.
  • Experience in project management, including managing projects requiring close coordination with government and/or military.
  • Understanding of project cycle management (community assessments, project design, proposal development, project planning and implementation, M&E and project learning).
  • Experience of program management in the context of multiple grants allocated by public institutional donors, as well as private foundations.
  • Proven ability to establish and maintain strong working relations with relevant government counterparts, military and international organizations.
  • Good knowledge of project management, monitoring and evaluation principles and practices.
  • Familiarity with budget/financial administration; proven resource management skills.
  • Good oral skills to effectively present information and respond to questions.
  • Strong writing and copy-editing skills.
  • Capacity to work both independently and as a member of a team and to work within multiple deadlines and timeframes. Capacity to engage with team members located remotely in country (field office) and abroad (Europe office, Washington DC headquarters).
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Basic understanding of protection of civilians and relevant legal frameworks is preferred.
  • Working knowledge of Microsoft Office Programs (Word, Excel).
  • Experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.), Dropbox, and Slack strongly desired.
  • Ukraine and English language fluency is required.

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