Deputy Director, Operations - Ukraine

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

IRC Ukraine is a relatively new yet large country office set up, with 4 offices, over 230 staff and 15 local partners. All activities are focused in the East and Southeast of the country, in the sectors of cash, NFI, protection and health.

Scope of work

The Deputy Director of Operations (DDO) plays a key role in the overall leadership of operations and coordination of support to programmes to help ensure our response in Ukraine is timely, appropriate, relevant, coordinated and complementary. The day-to-day portfolio includes direct supervision of the operations teams including Administration, IT and Supply Chain and supervision of the Field Coordinators, as well as the field level management working with the Finance department and the Country Director (CD) on overall financial management. Secondary responsibilities will include working with HR and Safety & Security on staff safety, wellbeing and duty of care are built into the Ukraine operations. The DDO together with other members of the SMT helps ensure the mission workplans are executed in a timely manner and within budget.

Success in this position requires an individual with proven leadership and multitasking skills in managing emergency operations in a complex security environment, while supporting rapid and speedy delivery of humanitarian services and supplies to clients. Individuals must have strong communications and interpersonal skills working in a multicultural environment. Given the operating environment, DDO will need to understand situation awareness and incorporate risk management into their planning.

Reporting to the Ukraine Country Director (CD) and serving as member of the Senior Management Team (SMT), the Deputy Director Operations (DDO) is expected to contribute to strategic thinking of the operations and overall coordination efforts. This position has close working relations with the Deputy Director of Programmes, Deputy Director of Finance, Humanitarian Access, Safety and Security Coordinator, and will directly manage Field Coordinators. The DDO will be based in Kyiv with travel to the other IRC Field Offices – currently Kharkiv, Dnipro and Odesa. As required, the DDO may act as head of office on behalf of the CD.

Responsibilities

Administration & Supply Chain

• Supervision of Senior Supply Chain Coordinator and Admin Manager.

• Verify that Administration & Supply Chain policies and procedures are documented, disseminated and consistently applied across the country program.

• Oversee external financial commitments including procurement contracts and lease agreements for office, guesthouse and warehouses.

• Ensure that compliance monitoring processes are developed and effectively implemented.

• Assist the Administration & Supply Chain staff in developing and managing appropriate coordination mechanisms to ensure that all operational units are interacting well with each other, as well as with the Regional Unit, Global Supply Chain (GSC), the Country Office, across different field sites, and other IRC support entities.

• Assist supply chain staff in partnering effectively and cooperatively with other units to improve planning and resource utilization. Work with program staff to ensure procurement planning and identification of operational support needs.

• In collaboration with the Deputy Director Finance, and the Deputy Director Programs, ensure systems are streamlined between Supply Chain and Finance to support program implementation through timely procurement plans, spending plans and activity plans.

• Provide input including operational risk analysis and recommendations to the Country Director and Finance Controller related to operations spending and effectiveness of in-country reporting and planning systems.

• Ensure full proactive involvement of key processes with the finance department including budget versus actual report input and necessary information for operational budget accuracy.

• Provide support to all field and program teams to ensure all field offices are functioning efficiently and transparently and in compliance with IRC procurement guidelines.

Field Coordinator Management

• Supervise, manage and empower the Field Coordinators in Odesa, Kharkiv and Dnipro.

• Ensure strong collaborative working relationships between the Field Coordinators, Field Offices, the Country Operations and Program teams.

• Enable and support the supervisory technical role of the CD in relation to the Field Coordinators.

Information Technology

• Supervise the Information Technology (IT) Manager.

• Verify that information technology policies and procedures are documented, disseminated and consistently applied across the country program.

• Ensure that all staff moving into Ukraine have met the full IT compliance and ensure continuous monitoring of risks with Regional IT Director, HQ IT staff to effectively take mitigation measures.

• Support the IT staff to provide top-tier and effective IT services and support to the Country Office and across all field sites.

Programs Support, Strategy and Business Development

• Work with CD to identify opportunities for program expansion and support Field Office operations closure/ setup where applicable

• Support the Finance team in the development and updating of the country operating budget, in coordination with the CD.

• Work with the SMT on reviewing and operationalizing the Country Strategy and workplan.

• Provide added support to program coordinators as required.

Coordination & Representation

• Serve as an active member of the SMT and deputize for the CD as and when needed.

• Provide input in discussions on safety and security for staff and partners, in collaboration with the HASS.

• Ensure proactive communication with Regional and HQ Support Departments, as appropriate.

• Support IRC partners assessments and improve/support their operational capacity.

Human Resources

• Support the HR Coordinator to ensure there is consistency among application of policy throughout all offices, and identify and implement mechanisms to ensure cooperation, communication and teamwork.

• Provide support to new staff orientation and onboarding in IRC operations policies. Put in place a checklist for operations staff orientation and define addition training needs to support professional development appropriate to their skill gaps/needs.

• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable and empower staff to successfully perform in their positions.

• Lead with commitment, integrity and accountability to the “IRC Way” – Global Standards for Professional Conduct and ensure adherence to the code of conduct by all team members.

• Ensure duty of care activities are regularly conducted within the team to promote staff well being and keep morale high.

Supervisory Responsibilities: Direct reports include the Supply Chain Coordinator, Field Coordinators, Admin Manager, IT Manager and other support leadership positions as CD will determine.

Key Working Relationships

Regional Supply Chain Director – Europe,

Regional IT Director – Europe,

Director for People and Operations, EHAU

Professional qualifications and requirements

• At least seven years of progressively responsible international work experience, including at least three years in a leadership role at the Deputy Director level of multi-site, multi-sectoral operations in a complex operating environment.

• Experience working on emergency operations office start up.

• Demonstrated successful leadership and management experience with a multi-disciplinary team in a cross-cultural setting, including active mentoring and coaching.

• Proven experience delivering appropriate levels oversight of a portfolio consisting of a variety of complex, high-value donor-funded projects

• Experience of managing security in a fluid environment.

• Ability to work, live and thrive in a complex environment.

• Skilled at building trusting effective relationships and coordinating operations within a large team

• Strong budget and fiscal oversight capacities

• Established capacity to deal with ambiguity in stressful situations

• Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes

• Previous experience working in region and/or with IRC preferred

• Fluency in English required. Fluency in Ukrainian or Russian are an asset.

• Excellent leadership, people management, interpersonal and negotiation skills and a demonstrated ability to develop harmonious teams in cross cultural context.

• Strong negotiation skills with contractors and vendors.

• Experience in IT and security is strongly preferred.

The Deputy Director of Operations will be based in Kyiv with regular travel to field office locations in the east and southeast of the country.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

#LI-GR2

Qualifications