Subnational Shelter & NFI Cluster Coordinator

Country: Ukraine Organization: People in Need Closing date: 30 Sep 2026 Country Programme: Ukraine Base: Kharkiv, Kharkivska Oblast / Kharkiv Hub, Ukraine Cluster Lead Agency: UNHCR (Shelter/NFI Cluster Lead at national level) Line Manager: • Technical Supervision within the Shelter Cluster structure: Reports to the National Shelter/NFI Cluster Coordinator (UNHCR) for guidance, supervision on deliverables, and oversight. • Administrative: Reports to the PIN Shelter & Housing Technical Lead, including for administrative and contractual matters as per PIN policies and procedures About the Ukrainian Programme of People in Need: PIN has been working in Ukraine since 2014, providing emergency relief and early recovery support to conflict-affected communities in Government Controlled Areas (GCA) and Non-government control areas (NGCA). Due to the escalation of the war and in 2022, programmes for war-affected communities focus mainly on WASH, Shelter, Protection, including recovery, among other pressing needs. PIN’s contribution to the Ukrainian humanitarian response is amongst the largest, with an annual turnover of close to $100 million, engaging full-time staff members across Ukraine. About the role: Background and Context Ukraine continues to face a large-scale humanitarian crisis, with heavy destruction of housing and infrastructure due to ongoing conflict. In eastern Ukraine, including Kharkivska Oblast, the needs for shelter and non-food items (NFI) are among the most acute – an estimated 2.5 million homes have been damaged or destroyed nationwide, with Kharkivska among the oblasts suffering the heaviest damage from shelling and fighting. In 2025, approximately 6.9 million people in Ukraine were projected to need shelter assistance, with a significant portion in eastern regions such as Kharkiv. This high level of need necessitates strong coordination of the shelter response at both national and sub-national levels. The humanitarian Shelter/NFI Cluster in Ukraine is led by UNHCR under the Inter-Agency Standing Committee cluster approach, coordinating the efforts of UN agencies, NGOs, and other partners to ensure effective shelter and NFI assistance. People in Need (PIN), a humanitarian NGO active in Ukraine, has been co-chairing shelter coordination in Ukraine since 2015 and led coordination in the East previously, to strengthen the cluster’s reach and effectiveness. Until recently, Kharkivska Oblast was coordinated as part of a larger eastern hub (based in Dnipro) that covered multiple oblasts. As needs evolved, and as part of the Humanitarian reset and move towards area-based coordination, a dedicated Kharkiv Hub has been established in May 2025 to focus on Kharkivska Oblast exclusively, improving localized coordination and partner engagement. This ToR outlines the role of the Subnational Shelter/NFI Cluster Coordinator for the Kharkiv Hub, which has been created to ensure continuity of coordination in Kharkiv Oblast after its separation from the broader East hub. In continuation of PIN’s contributions to shelter coordination, PIN takes responsibility for this new position. Purpose of the Role: The Subnational Cluster Coordinator in Kharkiv will lead and facilitate the inter-agency coordination of shelter and NFI activities in Kharkivska Oblast. The overall goal is to ensure a consistent, effective, and well-coordinated humanitarian shelter/NFI response at the oblast level, in alignment with national cluster strategies and standards. By convening partners, assessing needs and gaps, and liaising with the national cluster, the Coordinator helps avoid duplication of efforts and ensures that vulnerable populations in Kharkiv receive timely and appropriate shelter assistance. Importantly, this position will maintain the momentum and continuity of cluster functions in Kharkiv during and after the transition from the former regional hub structure. Coordination Structure and Reporting Lines The Subnational Shelter/NFI Cluster Coordinator for Kharkiv Hub will operate within the framework of the Ukraine Shelter/NFI Cluster’s coordination structure. UNHCR, as the Cluster Lead Agency, provides strategic oversight and support through the national coordination team in Kyiv. The Kharkiv Coordinator will work under the guidance of the National Cluster Coordinator (UNHCR) and closely collaborate with the national Shelter Cluster support staff (e.g. Information Management, Technical Coordinators) to ensure two-way communication and consistency in strategy implementation. The coordinator is considered an integral part of the national cluster coordination team and will participate in national cluster coordination calls/meetings as needed to represent Kharkiv hub issues. The coordinator is also expected to work closely and provide technical guidance and functional support to the incoming Shelter Associate in the Kharkiv Hub. While formal supervisory and administrative responsibilities are not foreseen due to differing administrative frameworks, the coordinator will offer technical oversight and direction as needed to ensure effective cluster operations. People in Need (PIN) serves as the employer and host agency for this role, reflecting the collaborative leadership model of the cluster, and the importance of leveraging civil society and NGO actors for a more effective and efficient shelter response. The coordinator will be formally employed by PIN, which handles administrative matters like contracting, line management, and logistics support. Whilst contractual line management sits with PIN as per PIN terms and conditions and policies, primary technical direction comes from UNHCR’s cluster coordination leadership, with the National Cluster Coordinator (UNHCR) providing supervision. This dual reporting arrangement ensures strong linkages to both the cluster lead agency and to PIN. It is critical to note that the Cluster Coordinator position is a neutral, inter-agency role. In line with the principles of the cluster approach, the coordinator represents all Shelter/NFI Cluster partners collectively and not any single organization’s interests. The post holder will focus exclusively on coordination tasks (not direct implementation), serving as an honest broker and facilitator among humanitarian actors. Hershel must uphold the principles of partnership, collaboration, and impartiality, ensuring that the cluster coordination platform remains inclusive and benefits all members and affected communities. The coordinator will also liaise with relevant local coordination bodies in Kharkiv including the soon to be established Humanitarian Operational Coordination Group for Kharkiv, in addition to other relevant coordination bodies (e.g. OCHA’s field coordination and authorities and government-led coordination forums) to represent the Shelter/NFI Cluster and promote cohesive action. Main Duties & Responsibilities: The Subnational Shelter/NFI Cluster Coordinator – Kharkiv Hub is responsible for the following core duties, aligned with the cluster’s six core functions and the specific needs of the Kharkiv operational context: • Coordination of Humanitarian Shelter/NFI Partners at Hub Level o Cluster Meetings: Organize and facilitate regular coordination meetings in Kharkiv (at least monthly) with all Shelter/NFI cluster partners operating in the oblast. Prepare meeting agendas (in consultation with partners), ensure that minutes are documented, and follow up on action points. These meetings will serve as a platform for information sharing, planning, and addressing operational issues. o Partner Inclusion & Engagement: Ensure the cluster coordination forum is inclusive of all relevant stakeholders – UN agencies, international and national NGOs, local NGOs and civil society, Red Cross/Red Crescent, and local authorities involved in shelter/NFI activities. Conduct periodic mapping of all current and potential actors (including government and local organizations) in Kharkiv Oblast, maintain an updated contact list, and actively invite/encourage new or local actors to participate. Support and mentor local organizations to engage in the cluster, strengthening localized response capacity. o Avoiding Gaps & Overlaps: Act as a focal point for partners to coordinate their activities, helping to identify and prevent duplication of aid and to highlight gaps in coverage. Through cluster meetings and bilateral contacts, gather information on who is doing what, where, and when (5W matrix) and facilitate collaborative planning so that assistance is provided to all areas of need without redundancy. o Inter-Cluster Coordination: Collaborate with other cluster/sectors at the sub-national level to promote an integrated response. This includes maintaining an effective network with coordinators of related clusters (e.g. CCCM, Protection, WASH, etc.) in Kharkiv to address cross-cutting issues and ensure synergy. Represent the Shelter/NFI Cluster to the newly established Humanitarian Operational Coordination Group (Kharkiv) or OCHA-led coordination meetings in Kharkiv and liaise with OCHA’s Kharkiv field office to align cluster activities with overall humanitarian efforts in the oblast. o Liaison with Local Authorities: In coordination with UNHCR and cluster partners, engage relevant local authorities (such as the Kharkiv Oblast authorities, housing and infrastructure departments, etc.) to ensure government involvement and endorsement of shelter/NFI interventions. The coordinator will represent the cluster in sub-national coordination meetings with local government and regional administration as needed or as requested by the national cluster lead, advocating for humanitarian shelter priorities and maintaining a two-way information exchange with authorities. o Phased Transition of CCCM Functions: Ensure effective support for the phased transition of CCCM functions, with the transfer of ‘hard components’ (e.g., essential items, winterization, repairs) to the Shelter Cluster and ‘soft components’ (e.g., site management, community engagement, support for solutions) to the Protection Cluster. This includes maintaining continuity of services, ensuring active partner engagement, and fostering linkages to recovery and development actors to support sustainable solutions in collective sites. • Planning, Strategy & Standards Implementation o Strategic Planning: Support the development and implementation of the Shelter/NFI Cluster’s strategies and plans in Kharkiv Oblast in line with the national cluster strategy and the Humanitarian Needs and Response Plan (HNRP) for Ukraine. This includes contributing local inputs and context to any cluster planning documents, and guiding partners in Kharkiv to align their projects with the agreed cluster strategic objectives and priority activities. o Needs Assessment & Gap Analysis: Facilitate joint needs assessments and analysis at the oblast level. Coordinate with cluster partners to collect and analyze data on shelter damage, NFI needs, and population movements in Kharkiv, to identify unmet needs and inform evidence-based decision making. Ensure that assessment findings and gap analyses from Kharkiv are communicated to the national cluster team to shape broader response strategies. o Technical Standards and Guidelines: Promote the application of agreed technical standards and best practices among Shelter/NFI actors in Kharkiv. Ensure that all partners are aware of the cluster’s policies, guidelines, and technical guidance (e.g. specifications for emergency shelter kits, insulation materials for winterization, activity handbook, Sphere minimum standards) and that their interventions are consistent with these standards. Where necessary, work with cluster Technical Working Groups (TWGs) to develop or adapt guidelines to the local context and encourage partners to use them. o Cross-Cutting Issues: Mainstream cross-cutting issues and humanitarian principles in the shelter response. The coordinator will encourage and monitor that cluster members integrate protection principles, gender considerations, age/disability inclusion, and accountability to affected populations (AAP) in their shelter/NFI programs. For example, ensure partners collect sex- and age-disaggregated data, involve women in shelter decision-making, and establish feedback mechanisms for communities. Any concerns on these fronts should be escalated and addressed through cluster guidance or support from specialists (e.g. Protection Cluster or Gender Advisor). o Emergency Preparedness & Contingency Planning: Under the guidance of the national cluster coordination team, lead contingency planning and preparedness measures for potential emergencies in Kharkiv Oblast. This includes scenario planning for possible new displacement waves or sudden onset disasters (e.g. escalation of conflict in certain districts or severe winter conditions), updating preparedness plans, and coordinating with partners to pre-position or mobilize shelter/NFI stocks if feasible. The coordinator will ensure that the cluster has an agreed plan to respond swiftly to localized crises in the oblast and will activate emergency coordination mechanisms (e.g. more frequent meetings, rapid assessments) if such events occur. Additionally, capture and disseminate any lessons learned from past responses in Kharkiv to refine future preparedness and response plans. o Subnational Transition Planning under the Humanitarian Reset: Contribute to the implementation of the Global Humanitarian Reset endorsed by the HCT in Ukraine, which aims to adapt the humanitarian setup to better deliver on strategic priorities in the fourth year of the response. This position will lead subnational consultations and transition planning for the Shelter Cluster in Kharkiv Hub, focusing on: Sustaining life-saving coordination and technical functions during the transition. Identifying and engaging with national and oblast-level counterparts. Facilitating capacity-building and technical support. Aligning shelter interventions with national recovery frameworks. Supporting the phased handover of coordination roles to local and national actors based on readiness and capacity. • Information Management and Reporting o Information Sharing and 5W Reporting: Work with the cluster’s Information Management Officer (IMO) to manage information at the hub level. Collect, compile, and regularly update who-is-doing-what-where (5W) data from all shelter/NFI partners in Kharkiv. Validate the data for accuracy and use it to produce maps or tables showing coverage and gaps. Share consolidated information products with cluster partners and with the national cluster IMO to feed into the overall Ukraine Shelter Cluster information system. Ensure that partners in Kharkiv are reporting their activities timely and that this information is channeled upward for national situational analysis. o Progress Monitoring: Monitor the implementation of the shelter/NFI response in Kharkiv against cluster plans and targets. Track key indicators (e.g. number of households assisted with emergency shelter, number of NFI kits distributed, repairs completed, etc.) and analyze the data to gauge progress. If certain targets are lagging or specific areas/populations are not being reached, identify these gaps and work with partners to address them. Ensure that the sub-national cluster response is contributing to the overall cluster objectives in the Humanitarian Response Plan and is on track to meet agreed outcomes. o Reporting to National Cluster: Provide regular situational updates and reports to the National Shelter/NFI Cluster coordination team about the Kharkiv hub. This includes preparing concise written inputs for national cluster reports, situation reports, dashboards, or presentations, highlighting the key developments, achievements, challenges, and support needs in Kharkiv. Critical issues that require higher-level advocacy or decision (e.g. severe gaps, resource shortfalls, access problems) should be promptly raised to the national Cluster Coordinator and cluster lead agency for action. The coordinator may be asked to contribute to periodic cluster products such as the 3/4W matrix, humanitarian bulletins, and cluster meeting updates at national level. o Maintaining Information Flow: Serve as the essential link between the Kharkiv hub and the national cluster. The coordinator must ensure effective two-way communication: conveying national cluster guidance, policies, and requests to the partners in Kharkiv, and conversely channeling local partner feedback, concerns, and field realities to the national cluster leadership. This guarantees that the Kharkiv response is consistent with national strategies and that the national plans are informed by ground-level evidence. The coordinator should also verify that any cluster referral or escalation mechanisms (for issues that cannot be solved at hub level) are functional and utilized properly. All relevant information (e.g. minutes, assessments, guidelines) should be disseminated to Kharkiv partners so they remain informed and engaged. • Capacity Building and Local Partner Support o Identify Capacity Gaps: Working closely with cluster members, identify any technical or coordination capacity gaps among organizations responding in Kharkiv. This could include gaps in technical shelter expertise, cluster coordination know-how (especially for local NGOs), or general project management skills. Bring these capacity issues to the attention of the national cluster team and lead agency and contribute to developing a plan to address them. o Training & Workshops: Support and coordinate capacity-building initiatives for Shelter/NFI cluster partners and relevant local authorities in Kharkiv. In collaboration with the national cluster, organize trainings or workshops to strengthen partners’ abilities in areas such as emergency shelter construction, safe housing repairs, cluster coordination and reporting, SIDAR, RAIS+, etc.. Facilitate the logistical arrangements for such trainings (venues, participants invitations, materials) and encourage attendance by a broad range of actors, including local NGOs and government counterparts. The aim is to empower local responders to take on greater roles and improve the overall quality of the shelter response.o Mentoring and Technical Support: Provide day-to-day guidance to cluster partners in Kharkiv as needed. This may involve mentoring new partners on how to engage with the cluster system, advising NGOs on technical standards for their shelter projects, or linking partners to technical expertise (e.g. structural engineers or architects via the cluster’s technical working groups). Where specialized support is required, coordinate with the national cluster to deploy technical experts to the field or develop remote guidance. Strengthen the capacity of local authorities by involving them in cluster trainings and information sharing, so that they too can better coordinate and plan in the shelter sector. o Local Coordination Structures: Work to reinforce local coordination structures and avoid creating parallel systems. If there are existing local government or inter-agency coordination forums in Kharkiv related to shelter or housing (for example, an oblast emergency housing task force), collaborate with and support these structures. The cluster coordinator should aim to integrate humanitarian coordination with any government-led efforts for reconstruction or winterization, aligning humanitarian relief with early recovery where appropriate. By doing so, the cluster helps build local ownership and continuity beyond the immediate emergency phase. • Advocacy, Resource Mobilization and External Representation o Advocacy for Needs: Serve as an advocate for the shelter and NFI needs of conflict-affected populations in Kharkiv Oblast. Using evidence from assessments and partner reports, articulate the priority needs and gaps in forums with donors, UN leadership, or government, in coordination with the cluster lead agency. Ensure that Kharkiv’s needs are duly reflected in national appeals and strategic documents (e.g. the HRP, flash appeals) so that adequate resources are allocated. The coordinator will also collaborate with the Communications/Advocacy focal points to highlight critical shelter issues (such as winterization needs in Kharkiv’s cold climate, or housing repairs in newly accessible areas) in humanitarian advocacy initiatives. o Mobilizing Resources: Support efforts to mobilize additional resources (funding, supplies, technical expertise) for the shelter/NFI response in Kharkiv. Work with cluster partners to identify funding opportunities and encourage them to submit proposals that fill the gaps identified. Ensure cluster members are aware of relevant funding mechanisms – for instance, the Ukraine Humanitarian Fund (UHF) or other pooled funds, and any cluster-led funding allocations – and assist them as needed in accessing these opportunities. The coordinator may provide inputs or endorsements for partner funding proposals if required under cluster processes, in a transparent and equitable manner. o Representation and Relationship Management: As the subnational cluster focal point, represent the Shelter/NFI Cluster in external engagements at the oblast level. This includes maintaining productive relationships with donors and visiting delegations in Kharkiv by providing briefing updates on the shelter response, escorting them to project sites with partners, etc., in coordination with UNHCR/PIN management. Additionally, coordinate with other clusters’ coordinators to present a unified inter-sectoral picture to local stakeholders. The coordinator should always represent the collective cluster interests and agreed positions when dealing with external actors, consistent with the guidance from the national cluster lead. o Communication & Media: In coordination with UNHCR and PIN, serve as a spokesperson for shelter/NFI coordination in Kharkiv if media interaction is needed (ensuring messages align with cluster-wide communications). Any sensitive or high-level advocacy messages should be harmonized with the national cluster (and UNHCR as lead) before public release. • Accountability and Other Responsibilities o Accountability to Affected Populations: Encourage cluster partners to set up complaints and feedback mechanisms for their shelter programs in Kharkiv, and to use community feedback to adjust their interventions. Periodically, gather feedback from community consultations (via partners or directly) about the adequacy of shelter/NFI assistance and present these findings in cluster meetings to inform the collective response. o Monitoring and Evaluation: In conjunction with the national cluster, participate in monitoring visits or evaluations of shelter projects in Kharkiv when possible. Help identify best practices and lessons learned from the field. Disseminate lessons learned and success stories among cluster members and to the national level, to improve future programming. If required, assist the national cluster coordinator in conducting Cluster Coordination Performance Monitoring (CCPM) or other evaluations for the subnational cluster. o Uphold Humanitarian Principles: Ensure that humanitarian principles of humanity, neutrality, impartiality, and independence are adhered to in the Shelter/NFI response in Kharkiv. The coordinator should be vigilant that aid is delivered based on needs and without discrimination. Any issues of concern (e.g. obstruction of aid, politicization, or exclusion of vulnerable groups) should be reported and addressed through appropriate channels. o Administrative Cluster Support: Handle essential administrative tasks for cluster coordination at hub level. This includes maintaining the Kharkiv Shelter/NFI mailing lists, sharing relevant documents (meeting minutes, assessment reports, guidelines) with partners in a timely manner, and coordinating any joint field missions. If the cluster has common supply pipelines or stockpiles, coordinate with logistics focal points to manage requests from Kharkiv partners. Ensure that cluster documents and data from Kharkiv are properly archived and accessible to the national cluster team. o Other Duties: Carry out any other related tasks as required to fulfill the cluster’s coordination mandate in Kharkiv, as assigned by the National Shelter Cluster Coordination Team or cluster lead agency. This may include supporting the cluster coordination in neighboring oblasts on an interim basis if needed, contributing to the development of funding proposals for cluster coordination, etc. Flexibility and adaptability to emerging demands will be expected Working conditions & Support As an employee of PIN, the Sub-national Coordinator’s working conditions are according to PIN contract and policies, including working hours, public holidays, Annual Leave, and R&R cycle.The coordinator will inform UNHCR technical supervisor and other relevant team members in advance of plans, to aid coordination across the team. Approval of leave remains with the PIN line manager. As agreed between UNHCR and PIN, the Coordinator will work between UNHCR and PIN offices in Kharkiv, with working space provided and supported. Translation and administrative support will be provided by the P6 UNHCR officer. Policies/ Duty of care The Coordinator must comply with the rules and comply with all applicable terms and conditions specified therein: PIN Code of Conduct, PIN Safety and Security Policy, PIN Anti-Corruption Policy, PIN Safeguarding Policy, PIN Protection from Sexual Exploitation and Abuse Policy, PIN Child Protection Policy, PIN Conflicts of Interest Policy, PIN Whistleblowing Policy and other policies governing the organizational work. (Through all the above responsibilities, the Subnational Coordinator must maintain an impartial stance, facilitate collaborative decision-making, and work towards the collective outcomes of the Shelter/NFI Cluster.) Security situation in Ukraine Humanitarian workers continue to operate throughout Ukraine, although the front line areas are being shelled almost constantly, and main cities are being targeted with missiles and UAVs quite regularly. PIN security SOPs require PIN staff to proceed to shelter should the risk level be assessed by the Security Department as the highest (launch of missiles or drones) and remain there until the air raid siren is cancelled, which cumulatively can be several times a week, occasionally for several hours at a time (although shorter periods are as well occurring). While air strikes that were targeting energy infrastructure have finished after winter, they have succeeded in reaching their goals and are likely to resume in late autumn/winter. At the moment military and civilian objects are being targeted, including the west of Ukraine. While Kyiv enjoys relatively strong air defence systems that are intercepting most of the missiles and UAVs, other regions are covered much less significantly which results in bigger damage. Outside of the areas in the vicinity to the contact line, services such as medical care, shops, public transportation as well as restaurants or leisure facilities remain operational. People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and is committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/pin-code-of-conduct-key-policies-4142gp)). People in Need Staff will undertake the appropriate level of training. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply. Main requirements: Education: A minimum of a BA International relations, Humanitarian assistance, Social/political science, Sociology or similar, knowledge or experience in Architecture, Civil Engineering or other Shelter-related fields will be an asset. Relevant Job Experience: Three years of relevant work experience. Knowledge of the Humanitarian reform process and the role of the humanitarian community (UN System, Red Cross Red Crescent Movement, and NGO), preferably in Shelter/NFI sector. Knowledge of current humanitarian issues. Good knowledge of shelter-related technical guidelines and standards is considered an asset Required languages (expected overall ability is at least B2 level): English and Ukrainian We offer: • Working environment in a well-established humanitarian organization in a challenging context; • Strategic role with direct contribution to PIN’s funding diversification; • Close collaboration with senior leadership in a country programme; • Salary & Benefits: Salary based on PIN’s salary scale and HR policies; expected salary range between 2 500 - 3 000 EUR super gross based on experience, Subsistence Allowance of 1440 EUR/month; Hardship of 400 EUR/month; Housing Allowance up to 1000 EUR/month; RnR allowance of 350 EUR/cycle. • Time off and Rest: 25 days of holiday annually; 10 sick days 5 days of RnR up to three cycles per calendar year • Travel benefits: Reimbursement of travel expenses with travel to the country of residence once every 6 months of work; Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure; Reimbursement for the medical check-up before and after the deployment; Travel health insurance covering medical care, incl. the repatriation. • Health and Well-being: 24/7 Medical Support available online; Free psychological consultations available online • Professional Development: Free access to e-learning platforms and PIN Learning Hub; PIN’s global Induction Training, and tailored capacity-building opportunities, including Hostile Environment Awareness Training (HEAT). How to apply If you are interested in this position, send us your CV and short cover letter via our application form. Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled. People in Need is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp)). People in Need Staff will undertake the appropriate level of training. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.