Operations Support Manager

Salary Range: Please note the typical Hiring Range is US$72,200 – US$80,200 per year. Job offers within the range are based on relevant job qualifications and pay equity.

The Operations Support Manager will manage the day-to-day operational support for program activities, including finance, human resources, and logistics in Ukraine. Collaborates with Field Coordinators in Ukraine to ensure effective communication and cooperation between programs and operational support functions.

This is a limited duration full-time position located in Dnipro, Ukraine. This position is contingent upon receiving a work permit/visa for the country which Medical Teams International will help to coordinate.

Hostile Environment Awareness Training (HEAT) is a requirement for this position. However, if you have not previously completed this course, Medical Teams International may sponsor the successful candidate to access and complete this training prior to taking up the position.

Medical Teams International Calling:

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates’ eligibility thorough background checks, police clearance, and professional reference check processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Lead on Medical Teams operational support implementation as part of a high-quality health and nutrition response by ensuring adequate supplies, equipment, and personnel are in place.
• Engage with coordination bodies, donors, and leadership and support staff to build a strong team environment that is compassionate, accountable, and tenacious in overcoming the barriers to health and wholeness that Ukrainians face.
• Provide leadership and management to Operations (Human Resources, Logistics, Finance) to ensure delivery of high-quality services.
• Provide direction to Operations functions for organizational planning (including annual budget and Country Operations Plan) and model (internal) collaborative approaches for effective delivery of program impact.
• Improve operational effectiveness by optimizing systems and processes in HR/Admin, finance, and logistics.

General

• Leads the operations team and oversees its functions, resources, and outputs.
• Supervision of Finance, HR, and Logistics Managers
• Cross department coverage may be required on a temporary basis
• Coordinate closely with Field Coordinators to ensure continuous support for program activities
• Develops optimal communication plan to support operations of the head office and field offices.
• Maintains strong working relationships with all other country management team members.

Finance

• Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met.
• Oversee hiring of local finance managers or finance officers as needed to support program goals.
• Ensures all funding monitoring reports are accurate and submitted in a timely manner.
• Ensure all internal financial controls are in place and that Medical Teams International and donor guidelines are followed;
• Manage and track expenditure of assigned budget, ensuring that spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments.
• Ensure accountability is integrated into country strategies, program design, monitoring and evaluations, recruitment, staff onboarding, training and performance management, partnership agreements, and highlighted in reporting.

Human Resources

• Oversee all human resource activities, supporting line managers as required in areas such as recruitment, induction, training, performance management, disciplinary action, and ensures implementation of all Human Resource policies in the field office.
• Oversee hiring of local HR managers or officers as needed to support program goals.
• Supports HR/Admin Officer and Program staff to develop and implement a staff capacity building strategy.
• Liaise with HQ HR Business Partner to ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
• Ensure compensation policies and practices are administered to support internal equity, market competitiveness and policy adherence for Ukraine/Moldova staff.
• Liaise with Finance Officer to ensure payroll is administered promptly and accurately.

Logistics

• Oversee all logistics and procurement activities, supporting line managers as required, in areas such as procurement and supply chain administration, medicine management, and fleet management.
• Ensures, with the logistics officers, that all contracts with local suppliers or contractors are managed effectively.
• Oversee hiring of local Logistics managers or officers as needed to support program goals.
• Provides back-up support to Logistics while Logistics Manager is otherwise assigned.

Other Duties:

• Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.
• Utilize volunteers when appropriate.
• Additional duties as assigned

Qualifications

EDUCATION, LICENSES, & CERTIFICATIONS

Required:

• University degree in Business Administration, Accounting, Public Administration, Communications.
• Hostile Environment Awareness Training (HEAT)

Preferred:

• Masters degree

EXPERIENCE

• 3 years progressive experience in support function management preferably in international NGO with UN and US government donor-funded projects in a field-based role.
• Experience in emergency response context.
• Experience of working in a dynamic context with armed conflict and strict security protocols.
• Experience with remote management in transition environments highly desired.
• Experience with International NGOs or US Government and UN agencies (preferred).

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge in establishing systems and overseeing program start-up under limited time constraints as well as program close-out.
• Strong skills in finance and budget management.
• Strong skills in logistics and procurement oversight.
• Strong skills in Human Resource functioning
• Strong project management andorganizational skills; results oriented and comfortable making decisions and taking appropriate risks.
• Effective communication and collaborationacross cultural, geographical,and structural boundaries, engaging positively and constructively with colleagues.
• Ability to work collaboratively with others.
• Strong interpersonal, influencing and negotiation skills.
• Solid communication skills, highly articulate verbally and in writing.
• Proficient in Microsoft Word & Excel.
• High level of accuracy and attention to detail.
• Commitment to Medical Teams International Calling Statement and Core Values.
• Travel requirements when applicable.
• Skilled at building and maintaining a high functioning, high performing work team.
• Excellent Written and Verbal Communication in English
• Skilled at building and maintaining a high functioning, high performing work team.

Preferred, but not required:

• Ukrainian (or Russian) language proficiency is desirable.
• Knowledge of health care, relief & development.
• Logistics & Procurement, Finance, and HR knowledge is beneficial.

BENEFITS:

The following information outlines typical benefits available for, regular employees scheduled 30 hours or more per week. Actual benefits may be prorated for other than full-time work.

• Excellent Health Benefits
• Flexible work schedule options
• Generous paid time off package
• Retirement plan
• Paid parental leave