Partnership Officer

MISSION

The humanitarian aid organization Arzte der Welt e. V. is the German division of the international network Medecins du Monde/Doctors of the World (MdM). 

The MdM Network consists of 17 civil society organizations united by a shared vision: a world where health is recognized as a fundamental right.

Our Network operates more than 400 programs, both domestic and international, across over 70 countries. Around the world, we enable people whose health is in danger to access quality medical services.

MdM provides emergency medical aid in disaster and crisis situations, works collaboratively to ensure universal access to healthcare and, if possible, assists with reconstruction measures. The MdM Network works collaboratively to ensure universal access to healthcare. The network is also active in risk reduction and preparedness as well as long-term development co-operations in neglected regions around the world that receive little public attention. MdM ensures that its health services are provided equally to the most vulnerable citizens, refugees, internally displaced people and host communities, regardless of their ethnic, social, religious or political background. We provide care, bear witness, and advocate for social change, as well as fighting injustice. 

MdM has been operating in Ukraine since 2015, targeting the most vulnerable communities and people by improving access and quality of health care services for the population. Since February 2022 MdM has restructured its setting in Ukraine and adjusted the programme accordingly. Currently MdM GE maintains a coordination office in Dnipro and field offices in Vinnytsia and Kramatorsk. The emergency response in Ukraine is currently implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors) to IDPs and strengthening the local health system through distribution of medicines and medical supplies to several hospitals and primary health care facilities. 

GEOGRAPHICAL SCOPE OF INTERVENTION 

The Partnership Officer is based in Dnipro (with field visits to other MdM’s Germany locations).

ORGANIZATION CHART

Line Manager: Programme Coordinator.

JOB SUMMARY

Under the supervision of the Programme Coordinator she/he performs all partnership-related tasks, including supporting the management of partners’ sub-grants and overseeing capacity-building activities. Liaising with authorities and different actors.

 RESPONSIBILITIES DESCRIPTION: 

Partnership Strategy

• With support of the Programme Coordinator will draft the Partnership Strategy.
• Participates in meetings related to potential or existing partnerships to support the development and operationalization of the partnership strategy.
• Stays abreast of current trends in partnerships and share with all the involved departments of MdM Germany.
• Supports the Programme department in developing systematic approaches to selecting partners, and in identifying and pursuing strategic partnerships

Partnership Systems and Policies

• Work across departments to develop tools and policies that are supportive of the development of new partnerships. 
• Review partnership management practices; identify and follow up on actions to improve management practices.
• Help ensure partners’ involvement in the planning, program design and proposal/concept paper development.
• Defines a standard framework of roles and responsibilities among various departments for partnership communication and engagement.
• Establish and maintain a partnership database that maps out partner capacity, influence, and strategic alignment

Establishing partnerships

• Assesses the current partnership portfolio identifying strengths, weaknesses, opportunities, and risks related to current partners.
• Identifies and explore new partnerships, including the updating of the partnership mapping and establishing relationships for collaborating on programming and capacity building.
• Review existing partnering resources and identify additional needs to support capacity assessment, monitoring, compliance/vetting, project cycle management etc., coordinating closely with the field teams.
• Performs the risk and capacity assessment of the partners.
• Coordinates partners’ inductions on programmatic, technical, and compliance aspects, and lead inductions on partnerships sub-grant management, tools, and reporting.
• Act as a focal point for drafting partners’ sub-grant agreements and amendments in English and Ukrainian by liaising with relevant MdM Germany program and involved departments in collaboration with Programme Coordinator.
• Ensures that sub-grant agreements are signed on time and shared with relevant departments (Finance, Admin, etc.)
• Organizes partners’ kick-off meetings, review, and close-out meetings, in coordination with Program Coordinator and support units, and follow up on action points arising from these meetings.
• Leads and facilitate the review of partners’ progress reports to ensure implementation is on track, address any questions and comments to partners management team (e.g. significant implementation challenges, change in a program approach, underachievement, underspending) in collaboration with Programme Coordinator and other involved departments.

• Review partners’ financial reports to ensure expenses are in line with program objectives and approved budgets, and that spending and forecasting are on track to ensure full utilization of the budget in collaboration with the Programme Coordinator and finance department.
• Identifies gaps and support the development of partners’ capacity-building plans.
• Develops, and/or coordinates with other departments in the management and monitoring systems in regard to partner programming.

Partner program management

• Conduct partner monitoring visits to all oblasts where MDM Germany has implementing partners.
• Ensure that the sub-grant agreements, TOR and terms of Partnerships, as well as institutional policies and procedures are complied with by the partner organizations.
• Works with the Programme Coordinator to ensure that partnership tools and financial standards meet donor requirements.
• Provides support to the partner organization in the project cycle management, including ensuring work plans, budgets, procurement processes are in place and assist partner teams to put these in place.
• Organizes partner review meetings on a regular basis with representation from partners and program staff to discuss progress, roles, responsibilities, expectations, communication between the organizations, any conflict of policies, any areas of concern and future planning. 
• Support mutual learning with partners in terms of program delivery and partnership building.
• Facilitates the provision of training and orientation sessions on several topics, where needed and requested by partners.
• Facilitates network and communication within MdM Germany and partners.
• Manages the administration of partner assessments (vetting, relevancy, and capacity assessments), and ensuring all involved departments’ participation in the vetting process with potential and existing partners

Liaison work

• Establish an effective communication system with the different stakeholders (other (I)NGOs, authorities, UN agencies) under the supervision of the Head of the Branch
• Facilitate the meeting of MdM Germany staff to authorities and institutions
• Prepare reports to authorities on demand of the Head of the Branch
• Develop contacts with relevant authorities
• Accompany the Head of the Branch (or other team members if necessary) to meetings for humanitarian coordination or represent by the delegation if requested
• Preparation and dissemination of external meeting minutes
• Put in place and update a database with list of external contacts 
• Ensure follow-up of partnership in support of Coordination team: planning and organization of meetings, follow-up of responsibilities and of reporting. 
• Develop and update a mapping of local NGOs/civil society 

 

Administrative/legal support – under technical supervision of the Administrative Coordinator

• Support for the writing of contracts, MoU’s, partnership agreements
• Support with written and/or oral English translation

Support to General Coordinator

• Preparation and dissemination of internal meeting minutes
• Contribute to monthly Sitreps 
• Prepare briefings of visitors/new team members: context/security.
• Prepare and update welcome pack. 
• On request of the Head of the Branch assist international and local staff in written communications.
• Support the Translation of documents (English / Ukrainian / Russian):  reports, contracts, tests, emails, training contents, forms, and other kind of relevant documents.

Additional tasks

• Contributes to assessments of new locations in collaboration with Security Officer and Programme Coordinator.
• Contributes in writing the project proposal.
• Contributes in writing reports.
• Performs other duties on request of the Programme Coordinator.

• Work closely with the all the team, translating and interpreting from Ukrainian or Russian / English and vice-versa
• Behave according to MdM Germany standards of confidentiality, ethics, and code of conduct
• Facilitate the visits of visitors to the MdM Germany bases.
• Perform any additional duties on instruction given by the Head of the Branch related to MdM Germany project in Ukraine

HIERARCHICAL & FUNCTIONAL LINKS

Hierarchical link: Programme Coordinator

REQUIRED QUALIFICATIONS

Academic background: 

Degree in law, international relations, judicial background, management, development studies, or closely related fields (Master in a relevant subject is considered as an asset)

REQUIREMENTS

• Language requirements: Advanced English and Ukrainian
• Computer requirements: Competency in MS Word and Excel. 

EXPERIENCE

The successful candidate must have:

• Minimum 2 years’ experience in position(s) with comparable functional.
• Experience in programme development.
• Previous experience with INGO/NGO is an asset.
• Willingness to travel between Oblasts and perform monitoring/field visits 

COMPETENCE PROFILE

• Ability to work quickly, under pressure, and with short deadlines 
• Necessity to manage priorities and to adapt them daily according to the context 
• Flexibility to adapt to changing requirements 
• Cultural sensitivity and ability to work in a multi-cultural environment 
• Ability to listen and share decisions 
• Sense of humor 
• Good writing and communication skills 
• Team player 
• Alignment with principles and ethics of Arzte der Welt 

AVAILABILITY

Incorporation date: ASAP

Fixed term contract with possibility of extension depending on funding

Only applications submitted in English will be considered.

If a response to the application is not received within 15 days, such application shall be deemed rejected.

Our organisation welcomes people with disability to apply and be part of our team. The candidates with disability will be given an advantage during the selection process compared to the candidates with the same level of qualification.

Please note:

Doctors of the World promotes equal opportunities for all people. We adhere to a policy of positive regard for people who, due to a functional difference or social and/or cultural backgrounds, belong to groups that are underrepresented in the positions offered.

Therefore, no candidate who meets the professional requirements will be excluded from the selection process based on functional differences, social or cultural origin, race or ethnicity, sex, gender, or any other social or cultural characteristic.