Field Coordinator – Odesa

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 – Odesa, Mykolayiv and Kherson – and will operationally support timely and high-quality program implementation, with a specific focus in ensuring effective functionality of all the support functions of the program. You will support the operational teams in the field, ensuring that the Deputy Director of Operations (DDO) is kept abreast of issues regarding adherence to agreed work plans and reporting schedules as well as full compliance to IRC’s policies in the areas of Finance, Supply Chain, HR, Security and ICT.

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

Responsibilities:

The Field Coordinator is responsible for the overall management, operation, security, and functioning of the day-to-day running of the field locations of Odesa, Mykolayiv and Kherson, based out of the Odesa 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, with a dotted line to the Country Director.

The Field Coordinator directly manages operational support departments (Supply Chain, Admin, Fleet, Security) and manages programme teams with a dotted line as it relates to the operations of the field office and security.

Field Operational Management

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

• Coordinate all operational functions to ensure overall management of Odesa operational support teams (Supply Chain, Admin, HR, Finance, Security and IT)

• 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 operational support for program teams and coordinate with sector coordinators and managers for effective implementation of all program activities. Identify any coordination gaps and raise issues to program coordinators, Supply Chain coordinator, Deputy Director of Programmes and Deputy Director of Operations.

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

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 and CD for decision making.

• Represent IRC in General Coordination Meetings.

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

• Ensure IRC is properly represented at relevant coordination meetings/fora 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 when requested.

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 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.

HR and Staff Development

• 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.

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 equivalent preferred.

• 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, honest, highly responsible, high attention to detail, 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, Service, Equality 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.