Operations Director – Ukraine Promoting Integrity in the Public Sector (Pro-Integrity)

PROJECT BACKGROUND

The USAID Promoting Integrity in the Public Sector Activity (Pro-Integrity) will concentrate on addressing three narrow development challenges within its manageable interest and influence to overcome corruption risks at the national institutional level, local government level, and related to Ukraine’s recovery and reconstruction. Specifically, these include:

• Anti-Corruption Institutional Challenges: Nascent anti-corruption institutions facing depleted human resources and budget austerity during wartime face challenges guaranteeing adequate corruption prevention, deterrence, and the inevitability of punishment for corruption offenses.
• Weak Anti-Corruption Controls in Local Government: Weak anti-corruption compliance and control measures in local communities, depleted human resources, and humanitarian emergencies during wartime challenge adequate corruption prevention, deterrence, and the inevitability of punishment for corruption offenses at the local level.
• Recovery and Reconstruction Corruption Risks: Unresolved corruption risks due to the lack of internal control, non-transparent procedure, and weak civil oversight over key reconstruction processes, including infrastructure restoration, asset management, environmental recovery, create risks for transparent and accountable reconstruction and recovery.

The Pro-Integrity Activity will pursue a problem-driven approach addressing the root causes through targeted objectives aligned with mission and U.S. government strategy.

POSITION PURPOSE

The Operations Director is a key member of the project leadership team. S/he will play a pivotal role in overseeing adherence to the project’s Field Operations Manual (FOM), USAID regulations, contract requirements and limitations, financial policies, procedures, controls, and reporting systems. The individual ensures compliance of project operations and directly supervises and supports a team responsible for finance, administration, logistics, human resources, and procurement.

KEY DUTIES & RESPONSIBILITIES

• Ensures project compliance with contractual clauses, USAID policies and regulations, DAI rules and regulations, FOM guidelines, and all applicable Ukraine laws.
• Responsible for gaining comprehensive knowledge of the project’s FOM, identifying areas where policies, procedures and/or practices may not be fully aligned with project practice, and working towards their correct alignment.
• Ensures that all project staff understand DAI and project policies and procedures according to the FOM and follow them while carrying out their job responsibilities.
• Leads and supervises Finance, Human Resources, Procurement, and other operations teams. Plans, assigns, and directs their work, appraises performance, and addresses and resolves problems.
• Prepares administrative, contractual, and financial reports required by DAI, USAID, and Ukraine authorities in coordination with the operations team as well as the home office project management team.
• Ensures that any/all contractual financial reporting requirements are identified and complied with in a timely and accurate manner.
• Maintains communication with DAI’s home office staff on administrative and financial aspects of the activity.
• Provides relevant information and analysis for periodic project reports (such as annual and quarterly reports) as required.
• Oversees recruitment, salary negotiations, hiring, evaluation, and termination of employees, in consultation with the COP and HR Manager.
• Maintains all personnel policies to ensure compliance with local labor law, tax law, and USAID regulations.
• Oversees the office management to ensure that all project facilities are powered, cleaned, and functioning properly.
• Ensures that administrative records and project personnel documentation are well-organized, maintained and updated, and that procurement files are properly documented and closed upon completion of an activity.
• Ensures project staff are properly trained in project data management systems, and that staff actively incorporate the data management system into daily project activities.
• Conducts reviews and regular spot audits of project files to ensure completeness, accuracy, and full compliance with all regulations and the FOM.
• Maintains open and frequent communication with the Chief of Party (COP) and technical staff on work plan implementation.
  Supports all logistical, administrative, financial, legal, and contractual aspects of the Activity when requested by the home office project staff.
• Ensures that all new and current staff are trained on personnel policies, administrative procedures, procurement, and on any other subject required by law.
• Provides training and guidance to all field staff (technical and operations) on the activity’s administrative, human resources, and operations systems and processes, including the FOM.
• Supports and advises the COP on monitoring of all activities, the budget execution, performance of all teams, and internal and external conflicts. Identifies potential bottlenecks, presents proposed solutions to the COP, and executes agreed upon solutions.
• Manages contract budget and budget pipeline.
• Maintains good working relationship and coordinates with the USAID/Ukraine mission, other USAID-funded projects, partners, donors, and Ukraine authorities.
• Other responsibilities as assigned by the COP.

QUALIFICATIONS

• Bachelor’s Degree required. Advanced degree MA, MBA, or PMP Certification or equivalent preferred.
• Minimum of 10 years of relevant experience and progressive responsibility in project operations at the senior level of an organization.
• Minimum of 5 years’ experience managing USAID funded projects.
• Prior experience working in a procurement and grants management role for USAID funded projects.
• Proven experience in leading and managing the operational aspects of USAID projects, including a demonstrated understanding of applicable human resources-related USG contracting regulations.
• An ability to problem solve and lead in high stress environments.
• Accuracy in working with large amounts of data.
• Experience supervising staff.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Experience using Microsoft Word, Excel, and PowerPoint.
• No prior legal convictions for fraud or theft and no prior terminations for cause from a prior employer.
• Prior experience working in Ukraine preferred.
• Must have English language proficiency, verbal and written.