Emergency Roster Ukraine – Multiple locations

Cesvi is an Italian-based NGO.

The Organization in partnership with Alliance2015 network is currently responding to the humanitarian crisis followed to the conflict in Ukraine.

Cesvi staff is currently deployed in border areas of Hungary, Poland, Romania, and in Ukraine. The main coordination hub for the region is established in Krakow (Poland).

In Poland, Cesvi is collaborating with local NGOs to provide accommodation for migrants from Ukraine who are currently and temporarily at the borders, in the railway stations and in temporary collective accommodation locations.

In Hungary, Cesvi is working in the entry hub in Zahony to offer first reception, hot meals and legal and psychological support, with the aim of developing safe places especially for women and children.

In Romania, in collaboration with local partners, Cesvi is carrying out activities to protect women and children who are victims of the conflict. It is also providing hot meals and orientation services. In addition, Cesvi is planning to carry out protection, psycho-emotional support activities, provision of food and NFIs, and accommodation also in the south-eastern region of the country.

In Ukraine, needs assessments are currently ongoing and projects are being planned in partnership with Alliance2015 network, with focus on the following sectors: food and non-food item distribution, cash activities, legal-aid, protection and shelter in support of the refugees and IDPs.

We are looking for:

• 1 (one) Emergency coordinator
• 1 (one) Administrator
• 1 (one) Logistician

Position:

Job Description

EMERGENCY COORDINATOR

The collaboration will start in April 2022.

The main duty station will be Lviv, Ukraine (if security allows), with frequent travels to other areas of Ukraine and neighboring Countries (Poland, Hungary, Romania, Moldova).

The Emergency Coordinator will respond to Emergency Team in HQ and will work in collaboration with the Cesvi team in the field.

The Emergency Coordinator:

• S/he will represent Cesvi vis-à-vis Donors, partners (including Alliance2015), stakeholders, clusters and coordination body and fora, and any other appropriate networks aiming at raising Cesvi’s profile within the Area;
• S/he will be in charge of maintaining an in-depth insight on donors and other stakeholders ‘strategies, activities and opportunities in-country (monitoring of calls, etc.)
• S/he will support to set the strategic regional vision and direction of Cesvi in the area to serve more people with the highest quality programming possible, and securing the necessary resources to ensure its realization, expanding Cesvi’s activities, and identifying new funding sources.
• S/He will take the lead in the development, drafting and consolidation of project proposals (also trough need assessments) and fundraising documents in liaison with the HQ.
• Overall coordination of Cesvi emergency activities in Poland / Hungary / Romania / Ukraine
• S/He will supervise and implement Cesvi Safeguarding policies
• S/He will manage Human Resources in the field.
• Capacity Building of national resources: Coordinate the activities of capacity building of national partners, to improve and strengthen their capabilities, to increase their effectiveness and impact, and achieve their goals and sustainability over time; upervise mentoring and on-the-job coaching as well as support to the definition of structural policies and documentation if needed
• Accountable for safety&security

ADMINISTRATOR

The collaboration will start in April 2022.

The main duty station will be Bergamo (Italy) with frequent travels to Ukraine and neighboring Countries (Poland, Hungary, Romania, Moldova).

The Administrator will respond to Emergency Team in HQ and will work in close collaboration with the Emergency Coordinator, Cesvi team in the field and the AAC (Area Administrative Coordinator) in HQ.

The Administrator is responsible for:

• Accountancy of projects and preparation of all financial reports (for donors and Cesvi HQ)
• Ensure adequate controls over cash & bank management
• Manage the financial forecast update and schedule to meet the financial reporting requirements and deadlines specified by Cesvi HQ (and donors), in coordination with Cesvi Team in the field and Emergency Coordinator
• Support the preparation of financial plans, forecasts, budget analysis, in coordination with Cesvi Team in the field (PM), Emergency Coordinator and AAC in HQ
• Be responsible of the correct archive of documents and project’s goods
• Undertake regular field visits in order to assess the correspondence and coherence;
• Manage the national staff admin and HR coordinated with Emergency Coordinator;
• Support in the elaboration of project proposals, for the budgetary aspect.
• Capacity Building of national resources: Coordinate the activities of capacity building of national partners, to improve and strengthen their capabilities, to increase their effectiveness and impact, and achieve their goals and sustainability over time; upervise mentoring and on-the-job coaching as well as support to the definition of structural policies and documentation, if needed

LOGISTICIAN

The collaboration will start in April 2022.

The main duty station will be Lviv, Ukraine (if security allows), with frequent travels to other areas of Ukraine and neighboring Countries (Poland, Hungary, Romania, Moldova).

The Logistician will respond to Cesvi Emergency Coordinator and will work in collaboration with the Cesvi team in the field.

The Logistician will:

• Oversee Cesvi logistics operations in Eastern Europe at the borders with Ukraine, this including: coordinating distribution activities, warehouse and stock management, transportation of goods, procurement and supply chain management, assets management
• Operationally coordinate and support the implementation of the emergency response such as distributions and post-distribution monitoring
• Verify that proper procedures for logistic operations and procurement are in place and correctly implemented, closely coordinating with Cesvi HQ Emergency Team, on-site Emergency Coordinator and HQ Quality, Accountability and Legal (QAL)
• Develop and implement service contract management related to logistics and security
• Propose, harmonize and maintain standardized logistics procedures and policies in the emergency response, according to donor and Cesvi requirements
• Implement and strengthen monitoring systems to prevent corruption and ensure effective and efficient use of funds
• Contribute to the development of emergency projects by overseeing logistics budgets and processes in order to contribute to the planning of effective logistics needs in the field
• Capacity Building of national resources: Coordinate the activities of capacity building of national partners, to improve and strengthen their capabilities, to increase their effectiveness and impact, and achieve their goals and sustainability over time; upervise mentoring and on-the-job coaching as well as support to the definition of structural policies and documentation if needed
• Assessment and reporting on country security situation, through consultation of primary and secondary sources
• Development and implementation of Safety and Security Plans, Standard Procedures, Contingency Plans, guidelines and practical instructions to implement the principles stated in the Security Policy and internal Codes of Conduct
• To report immediately any situation of potential risk that may endanger the wellbeing of the staff or the activities

Requirements:

Essential Requirements

EMERGENCY COORDINATOR

University degree in International Development, International Relations, Political Science, Law

Minimum eight (8) years’ project management experience in NGO environment, including experience directing and implementing programs in both protracted crisis and/or development contexts

Prior experience in needs assessments and project proposal writing

Sound knowledge of grants and of institutional donor funding mechanisms

Solid knowledge of NGO procedures, approaches and operations

Prior experience in implementing humanitarian projects addressed to Refugees and IDPs

Familiarity with the Protection, Shelter, Emergency and Recovery programming sector/sub sector

Broad knowledge of characteristics relevant to conflict-affected or post-conflict contexts

Ability for rapid analysis of very complex issues, strong decision-making, and translation of programmatic learning and priorities into operational strategies

ADMINISTRATOR

Degree in Economics, International Development

At least five (5) years post qualification experience in a finance/accounting role overseas in the INGOs sector

Knowledge of effective financial and budgetary planning and control, review and evaluation

Good knowledge of main donors’ administrative rules and procurement procedures (UE, ECHO, AICS – Italian Agency for Cooperation and Development, etc.)

Ability to produce timely budgets for project proposals and high-quality financial reports

Excellent understanding of budget issues in humanitarian projects (i.e. administrative and financial planning)

LOGISTICIAN

Degree in a relevant field: Logistics Operations, Supply Chain, International Development, International Relations, Political Science

Minimum of six (6) years of job experience in logistics and procurement, in a comparable environment with non-governmental organizations

Broad knowledge of characteristics relevant to conflict-affected or post-conflict contexts

Specific operational experience with refugee emergency and recovery programming and distribution

Experience in functional and line management of staff, in a complex environment

Ability and willingness to work in harsh conditions and in extremely changeable security scenarios

FOR ALL PROFILES

Proficiency in English, written and spoken

Strong computer skills including Microsoft Word and Excel

Essential Requirements

Prior experience in Eastern Europe and/or similar complex areas

Experience in coordinating activities across multiple locations, also remotely

Extensive experience of working role within a complex country programme in recovery and emergency response or in fragile state or protracted crises

Knowledge of rules and regulations of main institutional donors operating in emergency (i.e. UN, ECHO, etc.)

Knowledge of Russian (oral and written)

Knowledge of Ukrainian (oral and written)

SAFEGUARDING

Cesvi has a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners.

Cesvi commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. Safeguarding checks are part of the selection process performance.

HEALTH SAFEGUARDING

Cesvi pays particular attention to safeguarding the health of all the human resources of the Organisation. Therefore, in order to protect its staff, an assessment of their suitability for the position in each mission is carried out before departure. Such assessment is done by the Occupational Doctor of the Organisation, who will also examine the vaccination coverage, including the anti-Covid19 vaccination.

Please note: due to the high number of applications we receive we are unable to provide feedback if unsuccessful at applicant stage. Only short-listed candidates will be updated on the status of their application.

Other information:

COORDINATOR: GROSS SALARY RANGE FROM € 3.700 TO € 4.200 PER MONTH

ADMINISTRATOR: GROSS SALARY RANGE FROM € 3.100 TO € 3.500 PER MONTH

LOGISTICIAN: GROSS SALARY RANGE FROM € 3.100 TO € 3.500 PER MONTH

ACCOMODATION (House Allowance or Guesthouse, if present)

FULL HEALTH INSURANCE COVERAGE

TRANSPORT (International / Regional flights)

VISA COSTS, if required