Deputy Head of Mission for Operations – Ukraine

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Deputy Head of Mission for Operations

Code: SR – 60-3440

Duty station: Based in Dnipro with frequent travels to Kyiv, Vinnytsia, Odesa, Poltava, Kharkiv and other areas in the country, incl. frontline areas and newly accessible areas

Starting date: 01/01/2023

Contract duration: 12 months

Reporting to: Head of Mission (HoM)

Supervision of: Supervision of 3 International Operations Staff

Dependents: non-family duty station

General context of the project

The war broke out in Ukraine in February 2022. Since then, millions of people have spread within the country, raising a big concern on how to manage such an immense flux of people. In order to provide emergency humanitarian relief, INTERSOS entered Ukraine shortly after the outbreak of the conflict and set up its first emergency response operations.

Currently INTERSOS team in Ukraine consists of 225 staff, operating across 5 bases, covering operational areas of: Lviv, Vinnytsia, Poltava, Odesa, Dnipropetrovsk, Kharkiv, Mykolaiv and Donetsk Oblasts providing protection and medical assistance to internally displaced persons (IDPs), their host communities, and life-saving humanitarian assistance to persons in highest needs in frontline and newly accessible areas.

General purpose of the position

• Provides support to HoM in the daily management and coordination of all Mission operations
• Coordinates all operations (support) departments of the Mission including logistics and supply, assets, IT, fleet, warehousing, administration, finance and human resources in compliance with INTERSOS policies and local law
• Leads the Mission in the absence of HoM
• Contributes to further development of Mission strategy and operations in terms of objectives, activities, indicators, financial, material and human resources needed

Main responsibilities and tasks

Logistics/Finance/Administration

• Works in close collaboration with Head of Mission and Head of Programmes to ensure overall coordination of the country programme, operations and strategy
• Provides timely analysis and advice to Head of Mission on all issues related to technical support functions and operations across the mission
• Liaises with donors and external stakeholders on operational issues
• Ensures all projects adhere to INTERSOS’s systems and procedures (administrative, financial and logistics) so that effective and efficient support functions contribute to quality programme delivery
• Directly supervises: Country Finance Coordinator, Logistics and Supply Coordinator, Human Resources Coordinator, and Heads of Base (Operations Managers) to ensure that all country operations are carried out effectively and efficiently
• Ensure appropriate technical support to Heads of Bases (Operations Managers) and other operations staff
• In collaboration with Human Resources Coordinator ensures compliance with all legal and administrative requirements of the country
• Supports projects in timely preparation of monthly projected expenditures and analyses financial planning and reporting
• In close collaboration with Country Finance Coordinator and Head of Mission, ensures support costs are included in operating budgets and funding proposals
• In cooperation with Country Finance Coordinator, ensures that all support systems and teams are operating in accordance with INTERSOS and donor compliance regulations and have necessary risk mitigation strategies in place
• Collaborates with Country Finance Coordinator and Head of Programmes on budget control and financial management of the projects to guarantee adherence to relevant project proposals and to ensure the overview of project spending and financial reporting
• Ensures all projects have capacity (human and technical) to support smooth programme operations
• In collaboration with Logistics and Supply Coordinator ensures that all processes from procurement to warehousing meet INTERSOS and donor compliance requirements and participates in the coordination of an efficient and responsive supply chain system that meets the needs of the country programme
• Collaborates with Logistics and Supply Coordinator and Head of Programmes supporting program and field staffs in preparing, implementing and monitoring procurement and distribution plans
• In collaboration Logistics and Supply Coordinator, supervises logistical aspects of the operations and establish and maintain supply system and effective fleet management
• In collaboration with Logistics and Supply Coordinator, oversees maintenance of all INTERSOS premises as well the office equipment of communication tools and IT assets and ensures that security standards are maintained in all premises
• In collaboration with Logistics and Supply Coordinator ensures that contracts and procurement transactions/relationships are transparent and in compliance with local law and INTERSOS and donor policies

Human Resource Management

• In collaboration with Human Resources Coordinator ensures systematic briefings and debriefing of all international staff in the mission
• Provides team members with information, tools and other resources to improve performance and reach objectives
• In collaboration with Human Resources Coordinator ensures that INTERSOS’s staff policies and procedures are understood and respected
• Participates in the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff development and internal communication) in order to ensure both the sizing and the amount of knowledge required for activities

Communication and representation

• When requested by HoM, represents INTERSOS vis a vis local authorities and institutions
• Follows up, guarantees and monitors government recognition procedures for the organisation in compliance with the host country formalities
• Maintains collaborative relations with Donors, International Agencies, NGOs and other stakeholders
• Advises HoM on country priorities based on context and needs analysis

Required profile and experience

Education

Higher University degree in Political Science, International Relations, Business Administration, Humanitarian Affairs, Finance, Accounting, Economics or other relevant field.​

Professional Experience

• At least 5 years of experience in coordination and management positions in emergency humanitarian contexts required
• Previous experience in actively hostile environment required
• Previous experience working in Eastern Europe desirable

Professional Requirements

• Experience in planning, coordination and supervision of large operations in complex emergency contexts
• Experience in building and management of large teams
• Experience in management of large project budgets
• Experience in liaison with large institutional donors
• Strong organisational and planning skills
• Strong capacity to analyse changing context and possibilities for expansion of mission/operations
• Ability to work under tight deadlines
• Strong communication, written and verbal, skills
• Ability to take initiative and work independently, when needed
• Strict discipline in following all security instructions
• Flexibility and agility

Languages

• English
• Ukrainian and/or Russian desirable

Personal Requirements

• Strong communication, written and verbal skills
• Strong relationship-building and representation skills
• Ability to take initiative and work independently
• High resilience to stress and capacity to work under pressure
• Flexibility and agility
• Cultural sensitivity
• Attention to detail
• Personal integrity