Head of Systems and Operations Moldova

Location: Chisinau, Moldova

Starting date: 1 December 2022

Contract duration: 1 year with possible extension

Country: Moldova

People in Need (PIN) is a Czech non-governmental organization that provides relief aid and development assistance while working to defend human rights and democratic freedom. It is one of the largest relief and development organizations in post-communist Europe and has administered projects in 37 countries over the past 30 years. See here for more information about the PIN: www.peopleinneed.net.

From 2009 onwards, PIN has added development programs to its work in Moldova, building a vision and practices that keep people and communities at the canter of our work. Throughout its presence in the country, PIN has been contributing to the development of the following sectors: Sustainable Livelihood and Environment, Social Inclusion and Protection, and Good Governance.

Position summary:

The Head of Systems and Operation (HoSO) is a member of the country programme senior management (together with the Country Director (CD), Head of Programmes (HoP) and Head of MEAL) and shares responsibility for the effective and efficient delivery of People in Need’s (PIN) country programme. Specifically, the role of the HoSO is to manage and improve the support systems and operations required to achieve this objective comprising of the Finance, Human Resources (HR) and Procurement & Logistics departments. In performing this role, the HoSO also ensures an enabling environment for the implementation of the country programme, while maintaining operations and systems that meet with the accountability requirements of PIN and its donors.

Duties & Responsibilities

Quality & Risk Management:

• The HoSO ensures PIN policies guidelines and specific programme guidelines are known and respected;
• supervises all support departments and functions, and sets up effective internal coordination and communication;
• promotes participation and accountability towards local authorities, local partners, and donors;
• in cooperation with CD, manages risks and coordinates risk mitigation measures.

Supervision of Operations and Systems departments:

The HoSO supervises operation of HR, Finance, Accounting, Compliance, Procurement and Logistics:

• oversees operations of the Logistics & Procurement department in all sectors (base management, fleet management & movement planning, IT support, supply chain coordination, stock and inventory management);
• supervises and advises to country programme Procurement & Logistic Manager in development and implementation of the country programme procurement plan and all relevant country programme procurement guidelines;
• supervise Logistic & Procurement Manager in establishing tools for cost effective operational management (in cooperation with Finance department);
• supervises HR manager in establishing and systematic improving of the process of internal and external recruitment of national staff, in-country induction (for national and international staff), regular staff evaluation, and tracking and administrating the capacity development plan for PIN country programme staff members;
• makes sure that relevant country programme financial and administrative procedures are in place and respected;
• oversees the operations of the financial team in all sectors, including budgeting, reporting, and accounting of the country programme;
• ensures communication between all operation departments and other departments.

What we are looking for:

• Minimum 4 years of progressive management experience in the NGO field (logistic & procurement, finance, and/or HR).
• Strong leaderships and staff management skills with a record of managing diverse multinational teams and contributing to the capacity building of all staff.
• Knowledge of various institutional donor environment and compliance rules (EC, UN, USAID, …).
• Experience with strategic program planning, project cycle management.
• Experience with supporting financial planning and coverage of country programme, economic management of a country programme (or large-scale programme).
• Excellent communication skills, including fluent spoken and written English (Russian and/or Romanian language would be an asset).
• Strong coordination, organizational, critical analysis and problem-solving skills.

What can we offer?

• Working environment in a well-established and growing humanitarian organization;
• Salary according to PIN salary scale and HR policies;
• Housing allowance;
• 25 days of paid leave annually;
• Reimbursement of travel expenses with travel to the country of residence once per every 6 months of completed work;
• Office vehicle available for private trips;
• Medical helpdesk and psychological consultation available online.