Assistant Country Director Program Support Ukraine

  • Contractor
  • Lviv Ukraine
  • TBD USD / Year
  • CARE profile




  • Job applications may no longer being accepted for this opportunity.


CARE

Duty Station: Lviv – Ukraine

Starting Date: As soon as possible

Duration of Contract: One year with possible extension

Reporting Lines/Line Management: Country Director

Job Summary:

The ACD, Program Support provides an overall management of the Mission’s various support units; Finance, Human Resources, IT, Procurement, logistics and Administration to ensure optimum support to projects within the policies of CARE and the laws of the Country Office (CO). Provides training, mentoring and coaching to senior programme support managers as they mature in their responsibilities. Ensures that projects and programmes receive the quality and quantity of services required in a timely manner. Ensures that rigorous systems are in place and that senior managers enforce compliance with these systems. Assists the Country Director in overall management of the Mission.

Responsibilities:

Responsibility 1: Ensure overall management of the CARE Ukraine’s Finance Department to ensure that optimum financial support is provided to projects within established CARE financial policies and principles and within the standards set by the mission.

Tasks: ŸProvides advice to the Country Director (CD) on financial matters, particularly the monthly review of the financial statements and BVAs.

ŸAssists the project managers with donor contracts and gives operational advice at the project proposal stage (on the financial aspects of same).

ŸReviews and monitors the CO’s financial policies, systems and procedures and initiates development or correction as required. When financial policies are to be changed or new ones introduced, the ACD-PS will ensure there is liaison and consultation with the SMT (Senior Management Team).

Ÿ Liaise with the ACD Programs, to ensure that the contract liabilities are collected in a timely manner and that project expenditures are in line with the contract budgets. Ÿ Authorize staff payroll, financial reports, adjusting journal entries, cash receipts and signs cheques and bank letters.

Ÿ Supervises the preparation and submission of the CO budgets by department managers and finance staff, to ensure that budgets reflect CARE Ukraine (CUkr) budgetary requirements.

Ÿ Liaise with other departments, sub-offices and CARE Deutschland to provide information, guidance, address issues, and to ensure there is an understanding of the CARE Country Office finance requirements and standards.

Ÿ Relays the macro direction of CARE Deutschland to finance department staff. Authorizes overall finance plans for budgets, staffing, and procurement and makes final decisions on policy-level financial matters and provides an over view to the department on banking, and foreign transactions.

Ÿ Audits the accounting practices of the CO finance staff through the authorization of various documents and financial instruments, and takes corrective action as necessary.

Ÿ Directly supervise the Finance Manager and provide general team leadership for the Finance department.

Responsibility 2: Provide overall management of the CO’s Human Resource Department to ensure that projects are provided with the support required to enable their optimum and most efficient utilization.

Tasks: · Review and monitor CUkr human resource policies, systems and procedures, and initiate correction as required, ensuring consultation within the CO team through the SMT. · Authorize personnel actions up to prescribed limits of authority, and make recommendations to the Country Director for decisions which exceed the prescribed authority limits. · Review and monitor the adherence of the CO to CARE personnel policies and the laws of the country, and initiate corrective action as required.

· Review and monitor CARE CO’s salaries and benefit policies and levels in order to attain optimum motivation and cost of human resources.

· Review and monitor the production and use of personnel data within the CO, ensure adequate maintenance of confidentiality and take corrective action as required.

· Authorize Human Resources Department budgets, staffing plans and department goals and objectives. · Review and monitor staff development, gender and development (GAD), technical assistance and consultancy strategies, and initiate development or corrective action as required. · Directly supervise the CO Human Resources Manager and provide team leadership to the department.

Responsibility 3: Provides overall management to the CO’s Administration and logistic department to ensure that optimum administrative support is provided to the CARE Ukraine projects and partners within established CARE Ukraine operational principles.

· Review and monitor CO administration policies, systems and procedures and initiate development and/or corrective action as required. (Administration includes legal affairs; administrative liaison with the Country Office Government; the management of buildings and properties; fleet management; asset management; procurement, shipping, office equipment and office supplies, etc).

· Review and monitor the adherence of the mission to CARE operational policies and to the laws of the Country Office and initiate corrective action as required.

· Review and monitor the CARE Country Office vehicle use and practices in order to attain optimum efficiency of CARE’s vehicle fleet.

· Authorizes property leases, major contracts and all other major administrative actions. · Reviews and monitors the vendor data base and ensures an updated Approved Vendor List (AVL) is available at all times.

. Ensure that CARE Ukraine policies and procedures are adhered to in the purchasing of goods and services and takes corrective action as required. · Review and monitor the production and use of administration data within the CO and initiate development and correction of such practices as required.

· Authorize administration department budgets, staffing and goals and objectives and in consultation with the SMT, make final decisions on policy level administrative matters after consultation with the SMT.

· Consult and liaise with the Country Office Government offices, lawyers and others when required for protocol or trouble shooting purposes.

· Directly supervises the logs and Admin Manager and provides team leadership to the department.

Responsibility 4: Provides overall management to the CO’s Information Technology (IT) unit to ensure that optimum administrative support is provided to projects within CARE Ukraine operational procedures.

· Authorize IT budgets, staffing plans, goals and objectives.

· Review and monitor IT policies, systems and procedures and initiate development and/or corrective action as required.

· Directly supervises the IT manager, and provides team leadership to the unit.

Responsibility 5: Assists the Country Director in overall CO management in order to ensure that the CO most effectively pursues the achievement of the organizational purpose and the country strategy.

·Assist in liaison with, and represent CARE to, the host government, donor, local and international agencies, communities and the general public for his/her sphere of operation.

·Participate in CARE forums (in Country and internationally) when required.

· Performs any other duties as required by the Country Director or CARE headquarters.

Responsibility 6: Liaison with CARE Deutschland

  1. Ensure that all CARE Ukraine policies and procedures are implemented fully following the Country Office Finance Manual as well as other CI manuals
  2. Safeguard and propagate CARE Ukraine interests in dealings with external parties in your areas of responsibility e.g. other CI Members, Host Country Governments etc. through proper review of Contracts, Individual Project Implementation Agreements and other legal documents.
  3. Liaise with Desk officer in HQ and other CI members as required and ensure that all reports/information due to them are submitted in a timely manner
  4. Ensure that the CUkr policies and procedures are in line with CARE Deutschland and CI policies and procedures
  5. Respond to queries and correspondence from CARE Germany and other CI members.

Authority:

– Over generally defined goals and objectives.

– Regarding work methods, approaches and sequence chosen by incumbent, with primary constraints of budgets, demands of other units in the organization, or contractual agreements.

Competencies:

  • Able to work under pressure
  • Accurate and timely reporting
  • Appropriate and effective financial oversight
  • Budget compliance and oversight
  • Diplomacy
  • Effective implementation of personnel policies
  • Effective use of administrative systems
  • Innovation/Use of best practices
  • Master all relevant financial systems
  • Master all required information systems
  • Organizational planning
  • Work well in team context

Education and Certifications

• University degree in management, business administration or a related field

Minimal requirements:

• Minimum 5 years of international development or humanitarian assistance experience in program support roles.

• Excellent management skills and experience.

• Strong finance, HR, administration and audit skills and experience.

• Excellent team building, coaching and mentoring skills and proven experience in managing multi-sectoral teams.

• Strong interpersonal and intercultural communication skills.

• Excellent organizational, written communications and interpersonal skills.

-Depending on the location, excellent oral and written communication skills may be required in English or French or both;

Working & Living Conditions

Main duty station will be the office in Lviv in the Western region of Ukriane with possibility of moving this office to Kyiv. Expected percentage of travel time: 10 – 15% to CARE project locations in any of the oblasts where CARE programs activities are conducted.

The security situation is currently moderate in Lviv but may differ in project locations. This is an unaccompanied position; regular R&R is given. Staff live in a large guesthouse with shared bathrooms and shared cooking,

About CARE

CARE International (CARE) is a non-religious, non-political international development and humanitarian organization, dedicated to fighting global poverty. CARE works in around 95 countries globally, engaging diverse partnerships to support communities to overcome poverty through development projects and delivers humanitarian assistance. CARE programmes address social injustice whilst placing women and girls at the core of programming in order to create sustainable positive change in poor communities. CARE is an equal opportunity employer irrespective of nationality, religion, ethnicity, caste or gender.

CARE is currently establishing its presence in Ukraine to provide relief and development assistance to vulnerable populations affected by conflict. The core sectors of CARE Ukraine’s work encompass WASH, Sexual Reproductive and Maternal Health services, Livelihoods and multipurpose cash assistance and interventions to assist vulnerable households to meet basic needs and to increase their social-economic resilience. The Country Office continues re-orienting its programming to strengthen mainstreaming of gender and protection (GBV, Child Safeguarding, Disability Inclusion, etc.) with a focus on the empowerment of women and girls in all diversities, recognizing the disproportionate effect disasters have upon their lives.

Accountability within CARE

A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:

  • Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols.
  • Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
  • Report any concerns about inappropriate behaviour of a CARE staff or partner.

Safeguarding

Children and vulnerable adults who come into contact with CARE as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Gender equality

CARE Ukraine is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.

How to apply

Please send your complete application package (CV, motivation letter, references) only in English to Jo Fox [email protected], no later than 29 May 2022. Applications will be reviewed on a rolling basis.

Women candidates are strongly encouraged to apply.

Please note that only shortlisted candidates will be contacted.


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