Operation Coordinator – Ukraine

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Operation Coordinator

Code: SR-60-2587

Duty station: Based in Kyiv with frequent field missions in the country

Starting date: 01/08/2022

Contract duration: 6 months renewable

Reporting to: Head of Mission

Supervision of: 15 operations staffs

Dependents: Non-family duty station

General context of the project

The war broke out in Ukraine in February 2022. Since then, millions of people have spread within the country, raising a big concern on how to manage such an immense flux of people. In order to provide emergency humanitarian relief, INTERSOS is setting up an emergency response operation in different regions within Ukraine.​

General purpose of the position

• Participate in the definition of the programs in terms of objectives, activities, indicators, financial, material and human resources needed.
• Guarantee and coordinate the optimal functioning of the operations of the mission including procurement, logistics, assets, IT, fleet, warehousing, administration and human resources ensuring compliance with INTERSOS policies and local laws including NGO law, tax, employment, health & safety, insurance.
• Is responsible to supervise and lead the mission in absence of HoM and provide support in the management of the mission’s day to day activities.

Main responsibilities and tasks

Logistics/Finance/Administration

• Ensure all projects adhere to INTERSOS’s systems and procedures (administrative, financial and logistical) so that effective and efficient support functions contribute to improvement of programme quality
• In collaboration with the Country Finance Coordinator, the Logistics Coordinator and the Human Resources Coordinator, provides the Programme Team the necessary support to ensure appropriate INTERSOS administrative, financial and logistics systems/procedures are in place, maintained and adhered to, in order to guarantee that all support functions are carried out effectively and efficiently
• In strict collaboration with the Human Resources Coordinator and HR Manager ensure the compliance with all legal and administrative requirements of the country
• Support the projects in the timely preparation of monthly projected expenditures (cash book management) and analyze monthly Financial Planning and reports
• Oversee the implementation of the projects, ensuring the weekly check of the financial accounting information system (Prima Nota) by the Programme Coordinator
• In close coordination with the Logistics Coordinator and the Programme Coordinator, monitor the status of civil works (borehole rehabilitation, TLS constructions, latrines, etc….) and the shipping of materials in remote locations
• In close collaboration with the Country Finance Coordinator and the Head of Mission, ensure operating costs are included in operating budgets and funding proposals. In cooperation with the Country Finance Coordinator, ensure that all support systems and operations teams are operating in accordance with IRC and donor compliance regulations and have necessary risk mitigation strategies in place
• Collaborate with Country Finance Coordinator and Programme Coordinator on budget control and financial management of the projects to guarantee are in line with relevant project proposals and to ensure the monthly overview of project spending and financial reporting
• Ensure all projects have capacity (human and technical) to support smooth program operations
• In collaboration with the Logistics Coordinator ensure that all processes from procurement to warehousing meet INTERSOS and donor compliance requirements and participate in the coordination of an efficient and responsive supply chain system that meets the needs of the program. Collaborate with the Logistics Coordinator and Program Coordinator supporting program and field staffs in preparing, implementing and monitoring procurement and distribution plans
• In collaboration with the Logistics Coordinator, supervise logistical aspects of the operations and establish and maintain supply system and effective fleet management
• In collaboration with the Logistics Coordinator, oversee maintenance of functional office space(s) and guesthouses facilities as well the office equipment of communication tools and IT assets and ensure that security standards are maintained at all premises
• In collaboration with the Logistics Coordinator ensure that contracts and procurement transactions/relationships are transparent and in compliance with local law and INTERSOS and donor policies

Human Resource Management

• In collaboration with the Human Resources Coordinator ensure systematic briefings and debriefing of all International staffs in the missions and keep regular contacts to support them
• Provide team members with information, tools and other resources to improve performance and reach objectives
• In collaboration with the Human Resources Coordinator and HR Manager ensure that INTERSOS’s staff policies and procedures are understood and Administration related issues are respected
• Participates to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he/she is accountable for

Required profile and experience

Education

University degree in Economics, Political Science, Polytechnics, International cooperation, Business Administration, Humanitarian studies. ​

Professional Experience

• At least 5 years of experience in coordination and management positions in emergency humanitarian contexts​

Professional Requirements

• Experience in the planning, coordination and supervision of large operations in complex emergency contexts
• Strong managerial and planning skills
• Good capacity to analyse the context and possibilities for expansion of the mission/operations
• Good organisational, management and planning skills.
• Ability to work under tight deadlines, with little supervision and under pressure
• Strong communication, written and verbal, and relationship building skills with experience in managing large teams
• Ability to take initiative and work independently

Languages

• English
• Ukrainian and/or Russian desirable

Personal Requirements

• Good organisational, management and planning skills
• Ability to work under tight deadlines, with little supervision and under pressure
• Strong communication, written and verbal, and relationship building skills with experience in managing large teams
• Ability to take initiative and work independently