Job Summary:
The humanitarian needs in Ukraine remain high due to significant instability and vulnerability of the Ukrainian population as the war carries on. In response to the crisis, FHI 360 is implementing an integrated program that provides life-saving and sustainable activities incorporating health, mental health, and protection components focused on the east and south of the country that will meet the critical needs of internally displaced persons and conflict-affected affected communities.
The Associate Director (AD), Operationsโ primary responsibilities are to assist the Ukraine Crisis Response Coordinator / Head of Mission with the management of general operations, administration, and logistics support services for humanitarian activities at the field level in accordance with the organizationโs policies and procedures. Under the supervision of the Response Coordinator, the position serves as a critical member of the senior leadership team in country overseeing operations staff and activities supporting project delivery, including field site operations, travel, IT, and administrative services, and the delivery of all logistics / supply-chain related activities. Drawing from home office guidance, the position will be responsible for adhering to and standardizing operations and ensuring support services are responsive to the needs of the program. Collaborates with colleagues across departments and in headquarters to identify system needs, process bottlenecks, and to develop unique solutions to enable more timely, efficient, and accountable operations in challenging humanitarian contexts. Supports and provides technical advice in existing programs, during new project startup, and at the program design (proposal) stage.
The position is envisioned for an initial 11-month period, with the possibility of extension.
Based in FHI 360โs main country office in Dnipro, the duty station is designated as extreme risk and poses a heightened risk or direct threat to personal safety. However, FHI 360 has implemented mitigation measures and policies to ensure staff safety in coordination with FHI 360 Global Security. Applicants should research this location and the associated risks before applying.
For international staff based in Ukraine, FHI 360 provides a competitive salary, danger pay, premium pay allowance, accommodation, relocation, and regular R&R rotations which includes a roundtrip ticket to designated relief point (or equivalent amount to preferred destination), and a 500 USD lump sum payment.
Accountabilities:
Responsible for tactical and day to day oversight of operational support to create a strong foundation for the Ukraine crisis response program
Provide leadership and team building including management and mentoring of personnel with a focus on capacity building of national staff
Ensure compliance with FHI 360 policy, procedures and practices at the country level, especially with regard to Administration, Business Services, ISS, Purchasing, and Travel Services directives; maintain communications with HQ counterparts in these departments and recommend country or emergency specific policy/procedures as required, especially with regard to adaptations in line with Ukrainian legislation.
Maintain a current Operations Manual for the Ukraine country office. Build awareness of its contents through training/refresher training on FHI 360 and Ukraine-specific processes and procedures to maximize compliance with established procedures.
Guide the management of existing offices and field sites, ensuring appropriate resourcing and oversight is in place for all locations; develop comprehensive plans in the establishment of new field sites and closing of existing ones.
Ensure organization standards for staff housing and field office conditions and amenities are being implemented in humanitarian program locations; troubleshoot any operational issues that make it difficult for staff to implement effectively in these locations.
Ensure regular coordination between FHI 360 offices as well as between/among operational departments.
Oversee administrative staff responsible for implementing travel procedures and spearhead short-term projects related to travel services.
Directly supervise staff responsible for translation, interpretation, and communications, ensuring the efficient use of this function as a shared resource across departments.
Directly supervise the in-country ISS function and systems for the country office and ensures coordination with regional ISS support.
Provide high level support for logistics and supply chain integration with project activities, liaising between corporate and key project stakeholders.
Handle operations budgets, reviewing monthly expenses for operations departments and providing inputs for accurate forecasting and pipeline analysis.
Review/approve purchase requests for administrative/operational needs in line with project budgets, checking for appropriateness to the program and that they are driven by field needs.
Consult with the Response Coordinator and HQ to troubleshoot issues and make recommendations for corrective actions. Advocate for the required support to the country office and maintain regular contract with HQ counterparts and regional backstops.
Participate in risk management exercises and implement systems and procedures to detect and ultimately prevent loss or fraud.
Advocate with and/or advise peer agencies, oblast authorities, donors and other stakeholders to influence responses to operational issues and challenges to promote delivery of efficient and high-quality humanitarian services.
Engage with formal and informal INGO coordination mechanisms relevant to the operating area, such as the INGO Forum and OCHA to represent FHI 360 and ensure organizational reporting.
Coordinate field assessments of operational needs and participate in the development of response strategies in collaboration with the Response Coordinator, technical/program leads, host country government, the UN system, other humanitarian organizations, as appropriate.
Provide support to FHI 360 Ukraine platform operational needs when needed and liaise with development project operations staff.
Support business development by providing technical advice to field managers and support with writing, reviewing, and editing proposals in regard to logistic and operational plans.
Contributes to organizational strategic initiatives as assigned.
Performs other duties assigned.
Applied Knowledge & Skills:
Knowledge of operations, logistics and supply chain management in developing countries and relief operations, including humanitarian procurement, budgeting, and supply chain management best practices and risk areas.
Exhibits an open and constructive leadership style; strong project management and leadership skills.
Ability to negotiate and sustain networking relationships; focus on customer service; good listening and communication skills.
Ability to develop and apply strategy, as well as flawlessly execute on the day-to-day tactical.
Ability to interpret laws and regulations.
Proficiency with database management software and on-line search tools required.
Accomplished in working within a matrix environment, build strong cross-functional and cross-departmental relationships.
Knowledge and application of concepts including humanitarian principles, Core Humanitarian Standards (CHS), Sphere standards and Red Cross/NGO Code of Conduct.
Demonstrable knowledge of rules, regulations and donor policies with US, EU, UN and other agencies.
Has sensitivity to cultural diversity and understanding of the political, contextual, and ethical issues in assigned areas.
Well-developed oral and written communication skills.
Must be able to read, write, and speak fluent English; local language skills advantageous.
Problem Solving & Impact:
Encounters problems that are complex and highly varied, often requiring creative approaches and insight to resolve them.
Works collaboratively with relevant home departments to implement work at country level.
Exercises judgment within defined policies and procedures in selecting methods and techniques for obtaining solutions.
Serves as a departmental and organizational resource for process improvement and strategic decision making.
Prepares and analyzes complex project matters and issues ongoing and newly emerging that arise during project implementation.
Serves as subject matter expert, offers solutions and recommendations to address departmental and organizational issues, and outlines a plan forward.
Decisions and actions have serious implications with delays in project schedules, operations and may affect overall business activities.
Develops and recommends solutions to meet internal and external needs of the country office.
Builds productive working relationships with internal and external staff.
Supervision Given/Received:
Provides suggestions on and contributes to business and operational decisions that affect the country office.
May serve as team lead to team members.
Sets own goals and resolves how to accomplish results with few or no guidelines.
Reports to the Crisis Response Coordinator.
Education:**
Bachelorโs degree or its International Equivalent in Logistics, Supply Chain Management, Economics, Finance, Engineering, Business Administration or a Related Field.
Master or other advanced degree preferred.
Experience:**
Typically requires 10+ years of logistics, operations, and project management experience, including 3+ years of experience in the field.
Experience working in remote, insecure, or challenging locations with minimal infrastructure or amenities.
Experience working in a non-governmental organization (NGO), government agency, or private company in emergency, humanitarian assistance, or international development industry.
Experience establishing startup operations/projects in new countries/offices preferred.
Validated experience of effective independent work; can quickly get others on-side and is able to influence.
Demonstrated work planning and scheduling, staff development and capacity building experience.
United Nations (UN) and NGO coordination experience, especially with UNOCHA, NGO Forum, or the WFP/Logistics Cluster.
Prior experience in operations management of USAID and/or Bureau for Humanitarian Assistance (BHA)-funded awards highly preferred.
Typical Physical Demands:- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit and stand for extended periods of time.
Ability to lift 5-50 lbs.
Technology to be Used:
Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment!
Travel Requirements:
Greater than 25% throughout Ukraine
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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