Deputy Response Coordinator: Operations – Ukraine

Job Summary:

The humanitarian needs in Ukraine are quickly escalating due to significant instability and vulnerability of the Ukrainian population. In response to the crisis, FHI 360 will implement an integrated program that provides life-saving and sustainable activities under health and protection that will meet the critical needs of internally displaced persons and affected communities.

The Deputy Response Coordinator’s primary responsibilities are to assist the Response Coordinator (Head of Mission) in Ukraine with the management of support services for humanitarian activities at the field level, including the delivery of all logistics / supply-chain related activities, HR and administration management, legal/government liaison functions, in accordance with the organization’s policies and procedures. Under the supervision of the Response Coordinator, the incumbent will fill a critical role on the senior leadership team in country overseeing operations staff and activities supporting project delivery in resource-scarce and highly insecure environments. 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 to identify system needs, process bottlenecks, and to develop unique solutions to enable more timely, efficient, and accountable operations. Supports preparedness planning, developing instructional material, facilitating training, and coaching and mentoring staff.

Based in Odessa or Dnipro, these duty stations are designated as extreme risk and pose a heightened risk or direct threat to personal safety. This duty station has been designated as high risk or extreme risk and poses a heightened risk or direct threat to personal safety. Applicants should research this location and the associated risks before submitting an application. However, FHI 360 has implemented mitigation measures and policies to ensure staff safety in coordination with FHI 360 Global Security. Applicants should research these locations and the associated risks before applying. The position is envisioned for an initial 11-month period, with the possibility of extension.

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:

• Oversee on-site humanitarian response including management of programs, personnel, logistics, external representation, and transition planning.
• Manage and mentor field staff in logistics, HR, administration, government liaison, field management, and other functions to create a strong foundation for emergency programming.
• Participate in the development of response strategies in collaboration with technical/program leads, host country government, the UN system, other humanitarian organizations, as well as Regional and Country management teams as appropriate.
• Coordinate field assessments of operational needs and support start-up of operational structures in new areas.
• Participate in design and resourcing (people and funds) of new programming that meet near and longer-term program objectives of the affected communities in Ukraine.
• Oversee and ensure compliance with FHI 360 policy, procedures and practices, especially with regard to purchasing and human resource directives; recommend country or emergency specific policy/procedures as required.
• Maintain a current Operations Manual for the Ukraine office. Build awareness of its contents through training/refresher training on FHI 360 and Ukraine-specific processes and procedures.
• Enhance standard protocols for essential logistics processes are implemented, including procurement, warehouse, assets management, and commodity dispatch. Special emphasis to be placed on pharmaceutical and medical equipment supply-chain.
• Ensure adherence to country importation and customs regulations and relevant protocols. Coordinate with customs clearing agent as required.
• Review the asset and inventory registries in country, including equipment allocation, maintenance, and disposal of assets in accordance with FHI 360 and donor regulations.
• Ensure a physical count of assets is conducted at least yearly.
• Support regular procurement planning of program and other operational departments.
• Identify and ensure proper management and maintenance of facilities, including for office, residence, warehousing, and other critical infrastructure needs, as well as high-value operational equipment (generators) and review transportation requirements / assets.
• Ensure administrative and liaison staff implement efficient processes to comply with legal requirements such as visas, residence, and work permits for international staff as well as implement travel procedures.
• Ensure adherence to FHI 360 recruitment policies for local hires; work with HQ Business Partner and Compensation to transition consultants to full-time FHI 360 employees.
• Determine job slotting for new positions and ensure new staff are effectively onboarded.
• Work with local legal counsel, and local/HQ HR to update local employment contracts, terms and conditions of employment, benefits, and country specific provisions as needed and ensure they are implemented in accordance with local labor law.
• Track country office completion rates of mandatory organizational trainings; ensure FHI 360 Ukraine has met its commitments in line with its safeguarding plan for each project.
• Identify staffing requirements and ensure organizational charts for the Ukraine mission are up updated quarterly and disseminated appropriately.
• Benchmark the Ukraine country office’s performance against FHI 360 HR Global Standards.
• Ensure regular coordination between FHI 360 offices in Dnipro, Odessa and Kyiv as well as between/among operational departments.
• Manage operations budgets, reviewing monthly expenses for operations departments and providing inputs for accurate forecasting and pipeline analysis
• Review/approve purchase requests for operations departments in line with project budgets, appropriate for the program, and driven by field needs.
• 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.
• Actively 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.
• 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 such as Associate Director, Operations and Programs, Logistics Specialist and Global Procurement Department, HR Business Partner, ISS and other regional backstops.
• Supervise personnel and focus on capacity building of national staff, especially national department managers. Provide leadership and team building

Applied Knowledge & Skills:

• Knowledge and application of Core Humanitarian Standards (CHS) and Sphere standards and Red Cross/NGO Code of Conduct.
• Experience working with the Bureau for Humanitarian Assistance (BHA) preferred.
• Certification in project management preferred.
• Demonstrated work planning and scheduling, staff development and capacity building experience.
• Knowledge of humanitarian procurement, budgeting, and supply chain management best practices and risk areas.
• Capable negotiator, with significant and geographically varied experience establishing contracts, managing vendors, and ensuring products/services are delivered per specifications.
• Working knowledge of managing security protocols for both staff and supplies.
• Ability to interpret laws and regulations.
• United Nations (UN) coordination experience, especially with UNOCHA or the WFP/Logistics Cluster.
• Experience operating in insecure environments with minimal infrastructure or amenities.
• Must be able to read, write, and speak fluent English; local language skills advantageous.

Problem Solving & Impact:

• Works on problems of diverse scope that require analysis or interpretation of various factors.
• Exercises judgment within selecting methods and techniques to determine appropriate action.
• Builds productive working relationships with internal and external staff.
• Decision may affect a work unit or area within a department.

Supervision Given/Received:

• Receives methods and procedures on new projects and assignments.
• Provides guidance to other lower-level personnel.
• Reports to the Crisis Response Coordinator.

Education:**

• Bachelor’s degree or its International Equivalent in – Human Resource Management, Business Administration, Human Development, Information Science, International Development, Social Sciences, Supply Chain, Logistics, Engineering or Related Field
• Master or other advanced degree preferred.
• Certification and/or Degree in logistics or human resources management preferred.

Experience:**

• Typically requires 5 – 8 years leading complex on-site emergency response projects and/or programs; including 3 – 4 years of project management and/or emergency response experience.
• Experience establishing startup operations/projects in new countries preferred.
• Proficiency with database management software and on-line search tools required.
• Has sensitivity to cultural diversity and understanding of the political, contextual, and ethical issues in assigned areas.
• Articulate and professional and able to communicate in a clear, positive fashion with clients and staff.
• Prior work experience in a non-governmental organization (NGO), government agency, or private company of progressive program management experience in humanitarian assistance or related industry experience in a relevant technical area.

Typical Physical Demands:

• Typical office environment.
• 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 Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, e-mail), office telephone, cell phone and printer/copier.

Travel Requirements:

• 50% throughout Ukraine