Field Coordinator – Kharkiv

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 22 U.S. cities, we improve outcomes in the areas of health, safety, economic wellbeing, education, and power. Given the disparity faced by women and girls, IRC seeks to narrow gender inequalities and ensure social inclusion of all vulnerable groups in broader policies, processes and actions affecting their lives.

Job overview

IRC Ukraine is seeking a Field Coordinator who will be responsible for the day-to-day management of the field locations in Kharkiv Oblast and will operationally support programme implementation through close collaboration with Programme Coordinators and management of field-based staff. You will manage operations teams in the field, collaborating with relevant Coordinators (Human Resources, Admin with Supply Chain and ICT, Security, etc.) and Deputy Directors (of Operations, Finance, and Programmes) to ensure adherence to agreed work plans and reporting schedules, as well as full compliance to IRC’s policies.

At this time, this position is based in Kharkiv, however, as this is a fluid and rapidly changing context, the location of this position may change based on the needs of the program.

Position in the organization

The Field Coordinator reports to: Deputy Director of Operations, with dotted line to Country Director (CD) and directly supervises the Field Manager, and department heads in field office for Finance, Human Resources, Admin with Supply Chain and ICT, Security, etc., and Program Sectors (Health, CP, WPE, PRoL, CBN, Partnerships, MEAL).

Other Internal Contacts: Work closely with Technical Coordinators, as well as heads of departments and SMT members.

Responsibilities:

The Field Coordinator is responsible for the overall management and operations of the day-to-day running of the field locations of Kharkiv oblast, based out of the Kharkiv office, in order to facilitate timely and high-quality programme implementation in coordination with the programme teams. The FC reports directly to the Deputy Director of Operations (DDO), with a dotted line to the Country Director (CD).

Policy Implementation

• Ensure the consistent implementation of all IRC Ukraine policies, manuals, and procedures.

• Ensure IRC Way and the organization policies are implemented accurately, and employees know how to use them.

• Ensure all staff attend mandatory training, particularly related to GEDI, prevention of sexual exploitation and abuse, fraud awareness and prevention, and safety and security.

Field Operational Management

The Field Coordinator oversees the operations, security and day-to-day functioning of the Kharkiv office including all field activities in Kharkiv oblast.

• The Field Coordinator directly manages operations departments (Human Resources, Supply Chain, Security, etc.) and field-based programme teams in close collaboration with relevant Coordinators, who provide dotted-line technical management to field-based staff. Please note IRC in Ukraine is transitioning into a decentralised management structure, so all locations will need to implement this decentralization model of direct management in all field locations. This is work in progress.

• By managing the IRC means to directly supervise, lead, and mentor the office operational support teams in coordination with the technical coordinators and directors. Identify challenges, gaps and raise the issues to technical coordinators and directors to ensure a well-coordinated approach in addressing the raised issues.

• With the leadership and support from the Deputy Director of Finance, Supply Chain Coordinator and Deputy Director of Operations, ensure compliance with IRC and donor finance and logistics policies, including all aspects of procurement and asset management.

• Ensure donor and IRC visibility requirements are respected in all areas of operations.

• Ensure appropriate operational support for programme teams and coordinate with Programme Coordinators and Managers for effective implementation of all programme activities.

• In collaboration with the Finance team, review budget vs. actual reports of operations cost. Conduct a monthly analysis and revise spending plans when requested.

Program Implementation

While Programme Coordinators and teams have the primary responsibility for program implementation, the FC coordinates implementation at the field level through day-to-day management of the programme teams.

• With technical oversight from Programme Coordinators, oversee day-to-day management of field-based programme teams to implement programming in line with work plans and programmatic commitments, raising any issues to the relevant Programme Coordinators and the Deputy Director of Programmes.

• Identify any external coordination gaps and raise issues to relevant Programme Coordinators and other heads of departments.

• Provide relevant inputs into proposal development and donor reporting.

• Collaborate with Program Coordinators to ensure appropriate expenditure of funds.

Coordination and Representation

• Actively develop and maintain effective working relationships with key stakeholders at the oblasts level including donors, government actors, local traditional leadership, beneficiary populations and their representatives, etc.

• Establish and maintain networks with UN, INGOs, and local partners to promote strategic partnerships. Share opportunities with DDP, Programme Coordinators, and CD for decision making.

• Provide support where needed to secure relevant government permission to implement programs in Ukraine.

• Ensure IRC is properly represented at relevant coordination meetings fora, including General Coordination Meetings, and that information from these fora is shared with relevant stakeholders. Put in place a structure to ensure that representation responsibilities are clear within the office between program and operations teams.

Strategic Planning

• Act as an advisor to the Senior Management Team (SMT) to raise matters that may affect project implementation.

• Support proposal development.

• Participate in the review of operations plan to support the program activities and the scale-up programming according to the approved response strategy.

• Actively participates in the adaptation of national policies, practices and guidelines and introducing measures to maintain compliant procurement and recruitment activities within field office thresholds.

Financial Management

• Financial and administrative oversight of the field office, including approving cash expenditures, maintain operations with the operating budget, approving payroll, travel expenses, office matters.

• Ensure effective and efficient use of allocated funds to the field office, through regular BVA meeting with all relevant stakeholders.

• Maintain field office compliance with contract and donor guidelines and requirements.

• Ensure timeliness and completeness of field office financial reports

HR and Staff Development

• Recruitment of staff in coordination with HR team

• Ensure that onboarding of new staff is well structured and respected in the field office.

• In collaboration with technical coordinators, support Field Manager and supervisors of both operations and program staff in the implementation of personnel policies including coaching, performance evaluation, staff development, and disciplinary measures.

Supply Chain

• Put in place office operational supply procurement plan and follow up with Supply Chain Coordinator for the timely delivery of supplies.

• In coordination with the fleet team, oversee vehicle movement to ensure adherence to policies and maximize program security, accountability and efficient use of fleet resources.

• In coordination with the warehouse team, ensure that IRC and donor warehouse management principles are respected and that warehouses are well equipped for operations with necessary security measures and equipment in place.

Security and Safety

• Monitor the safety and security environment, and ensure all relevant information is shared with appropriate internal and external stakeholders.

• Coordinate with the Safety and Security Coordinator to develop and implement safety and security policies to address local conditions.

• Coordinate security planning and systems with local NGOs, the UN, and authorities.

• Conduct regular discussions to identify and resolve approaches to address staff’s stress levels and sense of security.

Requirements

The preferred candidate will have excellent leadership, people management, and negotiation skills, as well as a demonstrated ability to develop collaborative teams in a multi-ethnic context that requires cultural sensitivity. We are looking for someone with the ability to think strategically and to prioritize and meet goals in a timely manner while working in a complex environment.

• Degree in International Development, International Relations, Business Management, or relevant equivalent preferred.

• Relevant experience working in complex settings supporting operations teams, particularly in Supply Chain, IT, Safety and Security, and/or Finance essential.

• Experience representing an organization at national/regional level coordination meetings preferred.

• Experience managing diverse teams essential.

• Fluency in English required; additional Ukrainian and/or Russian skills preferred.

• Digital literacy: MS Word, Excel & email applications required; MS Access, Project & GIS preferred.

• Self-motivated, trustworthy, highly responsible, flexible and adaptable.

• Ability to work both independently and as part of a team.

• Capable of working and living in an emergency environment while maintaining a healthy outlook. Willing to travel in remote and conflict affected areas.

• Experience managing a UNHCR, USAID, ECHO, DFID, EU or OFDA funded project an advantage.

Professional Standards : The IRC and IRC staff must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Equality, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

How to apply

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/42942?c=rescue