Senior Area Manager, Ukraine

Position: Area Manager

Contract Length: 12 months

Country Programme: Ukraine

Base: Mykolaiv

Line Manager: Programme Implementation Director (PID)

About the Ukrainian Programme of People in Need:

PIN has been working in Ukraine since 2014, providing emergency relief and early recovery support to conflict-affected communities in Government Controlled Areas (GCA) and Non-government control areas (NGCA). Due to the escalation of the war and in 2022, programmes for war-affected communities focus mainly on WASH, Shelter, Protection, including recovery, among other pressing needs. PIN’s contribution to the Ukrainian humanitarian response is amongst the largest, with an annual turnover of close to $100 million, engaging full-time staff members across Ukraine.

About the role:

The (Senior) Area Manager’s (SAM) primary responsibility is to lead on the work within their area of responsibility (AOR) ensuring a context-specific quality response. To enable this, the SAM leads on identifying the areas within their AOR for PIN‘s response, the groups to be prioritized, the type of response, the timeframe and the implementation approach (whether it is executed directly or through partners); SAM actively contributes to new project development with information from their AOR and in accordance with PIN Country Programme (CP) Strategy. The SAM ensures that responses are appropriate and of high quality, including with protection, conflict sensitivity and gender mainstreamed throughout the response. The SAM overseas the daily management of the area teams and works with and monitors partners‘ implementation. The SAM coordinates and represents PIN among the partners, stakeholders and affected individuals and communities within their AOR.

This role has an area focus and ensures compliance with PIN procedures and guidelines within the AOR. The AOR is defined within the role. The role contributes to the development of area strategy that contributes to CP Strategy operationalization and is translated into action plans and day-to-day tasks.

The role includes staff management responsibilities (including objectives setting, development plan and regular evaluations in accordance with PIN procedures) and SAM is required to provide support and/or technical guidance to all team members within the AOR. SAM is based within the AOR. Substantial travel around AOR is expected.

The SAM is expected to continually inform and coordinate with their line manager, Deputy Programme Implementation Director (DPID), Emergency Coordinator, Grants and Reporting Department, Technical Leads, Systems and Operations Department and Security Department to ensure program quality and consistency of implementation, report projects progress and changing conditions in the AOR. SAM also holds budget responsibilities. Area budgets are agreed between the SAM, PID and DPID (usually during the project development stage).

SAM may be asked to test, pilot or lead on specific initiatives aimed to improve work processes.

Main Duties & Responsibilities:

Description of general responsibilities

• Keep up-to-date on key developments within their AOR including distribution of needs, presence of other responders, socio-political developments, security context, etc.;
• Represent PIN in key meetings/events including national-level meetings where appropriate, coordination meetings with authorities and with the local coordination structures including cluster meetings ensuring a productive and accountable relationship with affected communities where PIN delivers assistance, communities’ leaders, representatives, relevant governmental authorities, non-government organizations (NGOs), donors and UN agencies;
• Leads the response within the AOR and creates results as per planned programme objectives, which impact war-affected and displaced people in Ukraine;
• Enables and oversees the implementation of policies or activities of operational nature within the AOR, in particular supply chain, finance, administration, human resources and safety and security policies;
• With support from PID and DPID, manages the programme budgets, ensuring effective and efficient use of resources including financial, human and all assets.

Specific duties and responsibilities

Staff Management:

• Management of direct reports (including objectives setting, development planning and performance review in accordance with PIN procedures);
• In cooperation with relevant colleagues (HR Manager, Deputy Country Director for Systems and Operations) , responsible for relevant HR processes, including recruitment, performance management, professional growth and capacity building;
• Ensures the identification of training needs, development of training plans and the delivery of appropriate training for staff and partners (in collaboration with relevant PIN departments);
• Ensures good and transparent communication within the team and between the Areas, and the CP;
• Responsible for day-to-day team management (planning, approval of leave requests, time / attendance sheets approval processes), handling of disciplinary issues in cooperation with HR;
• Appropriately delegates duties to the responsible area staff;
• Ensures overall provision of and adherence to PIN policies, procedures, guidelines, systems and standard practices;
• Ensures that PIN’s Code of Conduct and other key policies (e.g., Safeguarding), reporting mechanisms and complaint response mechanisms are well understood by staff and other stakeholders and are functioning well at the area level; performs other relevant duties related to PIN policies as requested.

Representation and coordination:

– The SAM is the primary PIN representative in the AOR and attends all relevant fora/meetings in order to strengthen PIN’s position and recognition;

– Fosters relationships with government authorities and civil society in the AOR including through formal partnerships and MoUs;

– Under the guidance of the PID or other relevant colleagues, engages in external representation as follows:

• Represents PIN at area level with donors, UN coordination and governmental authorities where appropriate;
• Ensures transparent and constructive communication with donors as required;
• Promote PIN’s image externally through representation and active participation at meetings with key government and NGOs counterparts; and at relevant sector /cluster coordination meetings, working groups, and other relevant bodies within their AOR and as requested by the PID and the CP. Where appropriate, undertakes leadership role in coordination;

– Develops and continuously updates mapping and understanding of the humanitarian/development environment within their AOR, including work of other actors and any potential gaps based on the needs of the communities. Ensures complementarity of the project with other actors.

Working with Partners:

• Responsible for identification and selection of potential partners within their AOR; works closely with the Partnership department to complete necessary due diligence processes;
• Where applicable, ensures that partnership agreements are agreed with partners and developed in coordination with the Partnership and Finance departments on time and in accordance with PIN procedures and systems;
• Proactively fosters good coordination and collaboration with strategic partners, including consortium partners, and national NGO partners;
• When working with partners, and where applicable, responsible for the review and approval of partner’s narrative reports and associated costs included in financial reports; processes the documentation in PIN systems as requested.

Strategy and Programme Development:

• Oversees needs identification and assessments to understand context, needs, capacities, vulnerabilities and risks for intervention communities and PIN staff. Updates the needs assessments regularly or ad hoc when the context changes;
• Contributes inputs to PIN’s CP strategy development;
• With the close cooperation of the PID, Technical Leads and other programme staff, leads the process of operationalization of the PIN’s CP strategy in accordance with the AOR context, needs and PIN’s position within the AOR;
• Actively contributes to project development (idea notes, concepts, proposals) in line with the CP strategy, donor and PIN guidelines in close collaboration with relevant PIN departments;
• Provides regular analysis on the context and humanitarian situation in the AOR for the development of projects, proposals and safety assessments.

Programme Implementation:

• Develops and regularly reviews area work plans that set out project activities, forecast tables, procurement and intervention-related HR, advocacy, visibility and communication plans (with relevant PIN departments where necessary);
• Ensures quality and timely implementation of the interventions in line with PIN’s CP Strategy, sectoral guidelines, best practices and applicable international standards;
• Coordinates with Grants and Reporting department, Finance and Compliance Department to ensure interventions meet the relevant donor conditions;
• Leads periodic area review meetings of area plans to track progress against targets, review project outputs and outcomes, and make necessary adjustments to ensure that the project meets its stated objectives;
• Ensures that the PID is promptly informed about project delays and if no-cost extension (NCE) or modification of the budget, or reallocating area budget amount to other areas is needed;
• Ensures cross-cutting issues are mainstreamed into the response interventions including protection, gender, and environment across project planning and implementation;
• Ensures correct and timely archiving of project documents (in PIN’s online system and hard copies) for the projects implemented in the AOR, handing over generated documents to the mission archive In accordance with PIN archival standard operating procedures. Ensures that before handing documents over to the mission archive, they are saved in a closed room with limited access to the personal data.

Monitoring and Reporting:

• Together with the AOR team and MEAL department, ensures regular monitoring of activities delivered within the AOR;
• Contributes in a timely and appropriate fashion to requests for inputs into donor reports;
• Complies with internal reporting requirements and contributes to external reports as requested;
• Supports and collaborates in providing requested information and documentation related to orange and red categorized CFRM cases when feasible, internally to PIN activites and regarding partners implementing within the AOR.

Financial Management:

• In consultation with the PID and DPID identifies area budgets and ensures that the budgets are spent efficiently and effectively (including timely planning of spending);
• Responsible for financial management of direct costs (project staffing, activities, etc.) under project delivered with the AOR; ensures that all costs fit within the implementation period and all payments are completed within the liquidation period;
• Acts as a budget holder with all relevant tasks in procurement, costs approval, budget revision, costs tracking, modifications, NCE, etc.;
• Provides precise project costs calculations for the budget revision meetings and updates spending forecast on a monthly basis;
• Tracks in PIN systems funds spent on a constant basis; ensures that before reporting to donor/closing the project, all direct costs are correctly charged to the project within the AoR (appointed budget line), and if cost re-cording is needed, promptly informs PID and Finance department;
• Ensures precise filling in of money requests twice per month;
• Ensures timely approvals are done in PIN’s systems; ensure contracts approval and invoices related to their projects, as well as setting correct project codes and budget lines on financial documentation (supplier contracts, financial donation contracts, grants to NGO, other financial documents, etc.);
• Initiates and oversees PIN system’s workflow for income contracts related to the response interventions;
• Ensures contracts of material donation approval and signing on behalf of PIN, as well distribution lists;
• Signs the contracts with suppliers and invoices;
• Ensures all project-related documents are saved in PIN’s systems (not later than one month after project closing) to ensure compliance for future audits.

Logistics and Procurement:

• Ensures AOR procurement plans are agreed and consolidated into the CP annual procurement plan, and are tracked monthly;
• Participates in the tenders for the purchases requested by the area staff; appoints the members of tender comittee from the programme side;
• Ensures that all AOR procurement-related documentation is properly processed by the programme team and coordinated with the Procurement and Finance teams;
• Ensures that all procurement processes performed within the AOR are carried out in compliance with PIN’s procurement guidelines, and any donor-specific procurement requirements consulting relevant departments as appropriate;
• With relevant staff members within the AOR, formulates monthly area distribution plans and informs Logistics unit on planned distribution or changes beforehand;
• Ensures that the response intervention’s logistical needs are communicated on a daily basis, planned and implemented;
• Ensures that the goods requested from PIN’s suppliers and stored in stock, are timely distributed and written off (within two weeks of the distribution);
• Communicates and coordinates with others AMs, after approval from PID, in case some supplies requested are not needed and need to be re-allocated to other areas taking into account project design, needs, informing Finance, Logistics and Grants and reporting departments about such changes.

Project Compliance:

• Works with Compliance unit, Deputy Country Director for Systems and Operations and Grants and Reporting Unit to ensure that the response interventions within their AOR comply with all financial and administrative rules and regulations and identifies and facilitates coaching and capacity building to promote compliance within the AOR team;
• With the guidance and advice from the PID and DPID, and Grants and Reporting department, ensures project planning, controls and documentation are aligned with donor’s contract;
• Contributes to the preparation of programme documents for project audits as appropriate, provides explanation and details on project implementation within the AOR responding to the auditor’s requests.

Communications, Visibility, Media and Advocacy:

• Ensures that within their AOR, requirements regarding communication and visibility are fulfilled in line with PIN’s Media Policy and donor requirements;
• If the response intervention entails advocacy, ensures advocacy activities are planned, budgeted and implemented in cooperation with relevant colleagues at the CP and the Communication and Advocacy Department (CAD).

Safety, Security and Risks:

• Acts in close coordination with Security Department on the planning of movement, operations and activities in their AOR;
• Adheres to, and promotes, Safety, Security and Risk Policies, standards, plans and procedures within their AOR and ensures that their team follows security rules and procedures;
• Acts in close coordination with Security Department on adherence to access strategy and negotiating access within their AOR;
• Ensures safety, security and access incidents within their AOR are promptly reported to the Country Director and Security Department;
• May act as the secondary Crisis/Incident Management Team member within their AOR;
• Reports any incidents which could affect staff wellbeing immediately to the Country Director, Security Department and PID.

Other tasks:

• SAM is responsible for testing and piloting new processes and initiatives to improve work processes and quality of the intervention as requested by the line manager;
• SAM may be asked to provide support to other AMs to adopt new work processes where requested;
• Performs other tasks as requested by the line manager.

Main requirements

• At least 5 years’ experience with a humanitarian and/or development organization in senior management.
• Strong leadership and staff management skills, with experience in managing (directly and remotely) large, diverse and multidisciplinary teams
• Good understanding of the humanitarian environment (NGOs, NGO Forums, UN, main donors)
• Proven experience in humanitarian assistance in complex emergencies;
• Experience of working in complex and volatile contexts would be an advantage
• Good organizational, planning, diplomatic and problem-solving skills
• Strong grasp of all stages of programme cycle management and quality standards in humanitarian programming, including safeguarding and accountability mechanisms;
• Ability to work independently and demonstrate organizational and problem-solving skills;
• Proven ability to work in a diverse and multi-cultural team environment, with appropriate sensitivity to social and cultural norms;
• Experience working with local partner organizations is desirable.
• Excellent teamwork, communication, coordination and representation skills.
• Proven ability to work in stressful environment.
• Excellent communication skills, including fluent spoken and written English; knowledge of Ukrainian will be considered an asset
• Experience with Ukraine or the region preferred

PIN offers:

• Working environment in a well-established and continuously growing humanitarian organization in a challenging context;
• Salary and benefits according to PIN salary scale and HR policies; expected salary 2550-2850 EUR super gross (based on experience)
• Monthly subsistence allowance 1350 EUR;
• Hardship 400 Eur
• Accommodation/housing allowance;
• 25 days of holiday per year
• R&R policy;
• Travel health insurance;
• Reimbursement of travel expenses with travel to the country of residence once every 6 months of work;
• Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;
• Reimbursement of the medical check-up before and after the deployment;
• Free 24/7 medical helpdesk and psychological consultation available online;
• Free access to e-learning sites, global PIN’s Induction Training, Knowledge and Learning department onboarding, and individually tailored capacity-building opportunities; incl. HEAT training.

Security situation in Ukraine

Humanitarian workers continue to operate throughout Ukraine, although the front line areas are being shelled almost constantly, and main cities are being targeted with missiles and UAVs quite regularly. PIN security SOPs require PIN staff to proceed to shelter should the risk level be assessed by the Security Department as the highest (launch of missiles or drones) and remain there until the air raid siren is cancelled, which cumulatively can be several times a week, occasionally for several hours at a time (although shorter periods are as well occurring). While air strikes that were targeting energy infrastructure have finished after winter, they have succeeded in reaching their goals and are likely to resume in late autumn/winter. At the moment military and civilian objects are being targeted, including the west of Ukraine. While Kyiv enjoys relatively strong air defence systems that are intercepting most of the missiles and UAVs, other regions are covered much less significantly which results in bigger damage. Outside of the areas in the vicinity to the contact line, services such as medical care, shops, public transportation as well as restaurants or leisure facilities remain operational.