Operations Support Officer – Ukraine – M/F

ALIMA, the international medical NGO with a human face, which places at the heart of its model the co-construction of projects and professional paths

The ALIMA SPIRIT: ALIMA’s purpose is to save lives and care for the most vulnerable populations, without any discrimination based on identity, religion or politics, through actions based on proximity, innovation and the alliance of organizations and individuals. We act with humanism, impartiality and respect for universal medical ethics. In order to access patients, we are committed to intervening in a neutral and independent manner.

THE VALUES and PRINCIPLES of our action, inscribed in our CHARTER :

1. Patient First – Patient centered medical care
2. Revolutionizing humanitarian medicine through research
3. Responsibility and freedom: encourage decision-making by those closest to patients
4. Commitment to a dynamic of continuous quality improvement
5. Creating a climate of trust among colleagues
6. Collective intelligence
7. Environmental liability

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach to perpetrators of gender-based and sexual violence and to inaction in the face of suspected or actual violence. The protection of those who benefit and are impacted by our intervention is our top priority in everything we do. Everyone who collaborates with ALIMA is committed to :

• Respect the charter, the code of conduct, the institutional policies including the policy of protection against abuse of power and gender and sexual violence, the policy of prevention of corruption and fraud;
• Report violations of policies, framework documents and procedures to a supervisor, manager or referral agent or to referent.

CARING – INNOVATING – TOGETHER :

Since its inception in 2009, ALIMA has treated more than 6 million patients, and today deploys its operations in 12 countries in Africa. In 2019, we have developed 41 humanitarian medical response projects to meet the needs of populations affected by conflict, epidemics and extreme poverty. All of these projects are in support of national health authorities through 330 health facilities (including 28 hospitals and 300 health centers). We work in partnership with local NGOs whenever possible to ensure that our patients benefit from expertise wherever it is available, whether in their country or in the rest of the world. In addition, to improve the humanitarian response, we conduct operational and clinical research projects, particularly in the areas of malnutrition and viral hemorrhagic fevers. ALIMA also conducts operations in response to the covid-19 pandemic in all our missions.

ALIMA’S TEAM: More than 2000 people currently work for ALIMA. The field teams, as close as possible to the patients, receive their support from the coordination teams generally based in the capitals of the countries of intervention. These receive support from the 4 desk teams and the emergency and opening service team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working on fundraising as well as representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as medical NGOs BEFEN, ALERTE Santé, SOS Médecins / KEOOGO, AMCP, research organizations PACCI, INSERM, Universities of Bordeaux or Copenhagen, the NGO Solidarités International and many others.

COUNTRIES WHERE WE WORK IN 2020: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, Sudan, Mauritania, Senegal and Ukraine.

THE WORK WE DO covers: Primary and Secondary Health Care, with a main focus on children and women – including treatment and prevention of acute malnutrition, maternal health, mental health, response to epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), surgery, displaced populations, and gender-based violence, Covid 19.

DONOR AND GRANTS DEPARTMENT

ALIMA’s programs are financed by different types of donors: institutional donors, United Nations agencies and private foundations. Among the organizations’ donors, we can name ECHO, BHA, the French Ministry of Foreign Affairs, the European Union, UNICEF, WFP or the Bill and Melinda Gates Foundation. ALIMA also carries out projects in consortium with international NGOs, other partners or research institutes.

Most of these donors and partners have representatives in the field, meaning that the relationship with them is built directly by ALIMA’s country offices. Project financing, and therefore fundraising, is the responsibility of the mission, with the support of the operations and support teams in Dakar.

An Operational Support Officer is present in each country, and all Operations Support Officers collaborate and form a team to contribute to the development of ALIMA and its projects. At headquarters, a dedicated department supports the operational teams in their relations with donors, particularly in monitoring calls for proposals, contractual follow-up, and official communication with the various donors.

This department is part of the Operations Department and is made up of an Institutional Funding Manager, and a Grants Referent for each geographical desk.

ALIMA also has a Development Department, based in Paris, Dakar, and New York, in charge of fundraising with private donors and foundations.

ALIMA in Ukraine

Mission Location: Odessa

In Ukraine, ALIMA’s intervention is focused on the South of the country, to provide emergency primary health care and support to hospitals in the war zone of Mykolaiv Oblast and around. The main objective is to reduce the mortality and suffering among the population affected by the war in this area, through 4 axes :

• Reducing mortality and morbidity among the impacted population;
• Providing free access to primary health care and selected medical specialties,;
• Providing free access to sexual and reproductive health care and mental health care;
• Ensuring continuity of secondary/tertiary health care and mass casualty plan preparation;
• Providing continuity of care to the Ministry of Health by supplying medicines to the health structures.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: As part of his/her duties, the job holder will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good conduct will be required. In situations where the impossibility of providing a criminal record or a certificate of good conduct is found, a declaration of honor will be requested.

FUNCTIONAL AND HIERARCHICAL LINKS

Direct Line Manager: Emergency Coordinator

**Technical Referent:**Desk Grants Manager

He/she collaborates with the other coordinators and the project teams.

RESPONSIBILITIES AND MAIN ACTIVITIES

• The Operational Support Officer is responsible for fundraising and contract management for the country, reporting to the Emergency Coordinator.
• He/she is responsible for the contractual management of donor contracts and the production of narrative reports according to contractual requirements, supported by the financial coordinator for financial management, the Emergency Coordinator for operations, and the medical coordinator for medical activities.
• He/she ensures the search for new funding for projects and ensures the production of concept notes and project proposals by the operational strategy.
• He/she maintains an in-depth knowledge of the strategies, activities, and opportunities of donors and other stakeholders in the country.

Main responsibilities:

Ensure the search for funding and the development of project proposals

• The Operational Support Officer develops a funding strategy and conducts an active search for funding from donors present in the country. He/she monitors donor strategies and current and future policies in the country, as well as the humanitarian context, to maintain a high level of information and understanding of the issues. On the other hand, he/she has a thorough knowledge of the operations conducted by ALIMA and analyses with the coordination team the current and future funding gaps.

Ensure the production of concept notes and project proposals

• To obtain funding, the Operations Support Officer develops project proposals with the coordination team, which provides operational, medical and financial information. He/she ensures the writing of concept notes and project proposals to respond to opportunities from donors and develops project sheets and leaflets to ensure institutional communication throughout the year. He/she ensures that the documents produced are in line with the strategy and format of the donor, and are of perfect formal quality.

Support data monitoring and tracking to meet reporting requirements:

• The Operational Support Officer must develop and incorporate robust monitoring and tracking elements into reports, so he/she participates, with the Data Manager, in the monitoring and compilation of operational data shared monthly with the HQ.

Support the Project Coordinators in monitoring contractual requirements

• The Operational Support Officer supports the Project Coordinators by giving them the keys to mobilize resources according to operational needs and supporting them to respect the contractual requirements of the donors. The Operational Support Officer maintains a high level of information on projects implementation, including the budget, to propose contractual modifications if necessary.

Ensure the production of accurate and analytical narrative reports within the defined timeframe.

• The Operational Support Officer is responsible for the preparation of interim and final reports for donors, according to the imposed reporting formats and rules. He/she is directly responsible for drafting the documents, based on accurate quantitative and qualitative information capitalized during the year. He/she establishes regular liaison with the Coordinators and Project Managers and, for the preparation of the reports, bridges contractual commitments to the reality of the projects and the field.

Maintain relationships with donors and partners in the country

• The Operational Support Officer is in regular contact with the representatives of the various donors and United Nations agencies to ensure that these actors have a good knowledge of ALIMA and the projects implemented, and to keep an active watch on the various developments in the institutional context and particular funding opportunities.

Ensure the contractual management of funding contracts

• The Operational Support Officer is responsible for monitoring funding contracts with donors. He/she is in direct contact with donors’ national representatives for contractual management issues. He/she ensures that the donor’s procedures are known and respected by the rest of the team. To this end, he/she regularly updates a common contract monitoring tool.

Ensure the application of standards in the prevention of abuse

• The Operational Support Officer must participate in training and awareness sessions. He/she applies the abuse prevention standards in all the tasks. He/she undertakes (e.g. adding the theme in reports, project proposals, the clause on abuse prevention, etc.). He/she contributes to creating and maintaining a nurturing and protective environment.

EXPERIENCE AND SKILLS

• Advanced degree (Master’s level or equivalent) related to the position (development studies, public health, international relations, project management…)
• Excellent level of written and spoken English and French
• Good command of project management tools (project cycle, logical framework, project proposals, reporting, etc.)
• Professional experience in reporting, project design, and/or management, in an international solidarity organization (NGO, association, etc.) or UN agency or donor agency
• The first experience in expatriation is a plus
• Excellent analytical, synthesis, and writing skills
• Autonomy, ability to take initiative, ability to work in a team, and to communicate
• Thoroughness, motivation, willingness to achieve project support objectives
• Understanding of and commitment to ALIMA’s values and mission

CONDITIONS

Duration and type of contract: French contract: 3 months renewable

Starting position : Asap

Salary: according to ALIMA scale + experience + per diem

ALIMA supports :

● travel expenses between the expatriate’s home country and the place of assignment

● accommodation costs

● 2.08 days off per month

● daily per diem

● medical coverage from the first day of the contract to one month after the date of departure from the country of assignment for the employee and his/her dependents

● the break policy every 3 months (for 6 months of the mission)

● evacuation for the employee.