Head of Office, Dnipro, Ukraine

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

Mercy Corps’ Ukraine crisis response seeks to meet the humanitarian needs of vulnerable Ukrainians and other conflict-affected people where they are: displaced inside Ukraine, refugees in Poland, Romania and Moldova, or trapped behind frontlines. We aim to reach 500,000 vulnerable people with multi-purpose cash assistance, in-kind humanitarian support, and protection services across four countries. Almost all of our impact will be delivered in partnership: with Ukrainian, Polish, Romanian and Moldovan civil society organizations through a granting program that matches humanitarian action with capacity strengthening, and with peer international NGOs through a consortium in Ukraine. Mercy Corps is responding to the Ukraine crisis with large-scale consortium programming with a focus on Multi-Purpose Cash Assistance (MPCA). The Consortium is a partnership between four international humanitarian aid agencies to model and deliver innovative, effective cash and other humanitarian assistance programs to support people affected by the Ukraine crisis within Ukraine.

The Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation.

General Position Summary

The Head of Office leads and manages a team of field professionals to ensure Mercy Corps is implementing high quality, impactful programming with the necessary management and support structures to sustain response programs. The role Head of Office includes ensuring appropriate systems and support mechanisms are in place to track, analyze and report on results as well as setting the strategic direction of the overall response.

The Head of Office is responsible for all aspects of program representation, leadership, management, security, and implementation, mobilizing internal and external resources to ensure quality, timely and effective programs are implemented in support of the most vulnerable and conflict affected populations.

The Head of Office works closely with the Ukraine Response Director and leadership team in areas of Operations, Finance, HR, Security, Advocacy, Sub-Awards and Compliance departments to ensure that all the aspects of the program implementation under their responsibility are compliant with Mercy Corps and sectoral best practices, internal approaches, donors standards, rules and regulations. S/He ensures that the team is supported to deliver at scale and achieve excellence. S/He manages several departments directly and works closely with other SMT directors where functions are centralized. This requires skill in matrix management and a collegial approach to achieving results.

Essential Job Responsibilities

STRATEGY & VISION

• Set a clear vision for the response, working closely with Response leadership across a number of countries
• Monitor needs and gaps, provide recommendations for actions
• Set direction by prioritizing and organizing actions & resources to achieve objectives
• Ensure that analytical and technical support teams are collaborating with program and other internal stakeholders effectively, adding value to the program and maintaining strategic focus;
• Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.

PROGRAM MANAGEMENT

• Lead the program teams in implementation of the humanitarian response.
• Oversee program startup and ongoing program management and administration of teams across various field locations.
• Integrate the use of community approaches in the design, implementation, and maintenance of projects, working with Program Managers covering the Office’s target geographies.
• Ensure program implementation is responsive to communities and partners, and consistent with Mercy Corps’ relevant program guidelines, principles, values, quality standards and strategic plan, working with Program Managers to ensure that Operations and Programs are working well together.
• Ensure all interventions adhere to Mercy Corps’ Code of Conduct; Gender, Diversity and Inclusion guiding documents; Core Humanitarian Principles and Do No Harm.

TEAM MANAGEMENT

• Hire, orient and supervise new team members as necessary.
• Ensure team members improve performance & reach objectives.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence, and cultivate resilience and well-being under challenging situations.
• Contribute to country team-building efforts, help team members identify problem solving options and ensure the integration of all team members into relevant decision-making processes.
• Ensure that HR, Operations, Finance, Security Management, and other protocols are maintained for all team members operating from the office location.

SUPPORT STRUCTURE MANAGEMENT

• Provide leadership to increase coordination, collaboration, communication and harmonization of Mercy Corps programming, operations and support as part of the wider Ukrainian response structure.
• Recognize the high level of donor scrutiny imposed on programming and ensure continuing effective, transparent and responsive compliance mechanisms are in place.
• Maintain oversight of overall program budgets ensuring appropriate allocation of resources to meet program objectives; oversee Budget Vs. Actual exercises within the Office.
• Provide support and ensure the office meets minimum standards for administrative need and activity planning.
• Assist the program teams to understand their roles and responsibilities in terms of interaction with the operations and procurement departments. These include training, regular coordination meetings, problem solving and necessary planning activities to ensure effective and timely program implementation.

FINANCE & COMPLIANCE MANAGEMENT

• Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.
• Ensure compliance with donor and Mercy Corps regulations related to emergency programming.
• Build and/or maintain operational systems that ensure proper administrative support for programs.

INFLUENCE & REPRESENTATION

• Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.
• Represent Mercy Corps programs with national and international media and participate in community activities as appropriate.
• Demonstrate flexibility, resilience and ability to maintain positive relationships and composure.
• Maintain high ethical standards and treat people with respect and dignity.

SECURITY

• Ensure compliance with security procedures and policies as determined by country leadership.
• Contribute to creating a secure environment for team members.

Supervisory Responsibility

Direct supervisory responsibility of Program Manager, Operations & Logistics Officer, Finance Officer, HR Officer, Safety & Security Officer, Procurement Officer, Warehouse Officer, Logistics with reporting lines to tehcnical leads

Accountability

Reports Directly To: Director of Operations

Knowledge and Experience

• 4 to 6 years of field experience in relief and development programs required; experience in managing programs in active conflict zones, transitional environments and working in insecure emergency situations is preferred;
• A good sense of order and organization is a must
• Effective communication skills: able to work in person and remotely with geographically dispersed and culturally distinct teams
• Experience designing practical and effective monitoring systems, including data and database management systems.
• BA/BS or equivalent in the relevant field; MA/S preferred.
• A foundational understanding of donor regulations and compliance (USAID, ECHO, DFID, UN, etc.)
• Excellent oral and written Ukrainian and English skills required; proficiecy in Russian is desirable.

Success Factors

The successful Head of Office will skillfully represent programmatic priorities of the agency to donors and regional partners while providing effective leadership to the Mercy Corps program team during active conflict and through the transitional response environment. They will be capable of multitasking, rapid decision-making, have initiative, drive and a lot of energy, as well as high emotional intelligence, constructive mentoring skills and proven experience with capacity building. They will be committed to long-term program sustainability and the delivery of high-impact activities at the community level. Successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority.

Living Conditions/ Environmental Conditions

The position is based in Dnipro, Ukraine. Accommodations are being defined and access to services – medical, electricity, water, etc is in place but may change depending on the situation. This position requires travel to other oblasts within Ukraine, as security permits. Given the emergency context, this position requires exceptional work schedules, including evenings and weekends.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to theInteragency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere toMercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.