Safety and Operations Officer

Contract

This is a DRC - National contract. More about DRC - National contracts.

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently employing over 650 staff to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a Safety and Operations Officer to join the team in Kyiv.

About the job

In close collaboration with the Head of Safety, the Safety and Operations Officer will support in the safe and effective operation of DRC’s programming across all of DRC’s implementation areas by monitoring and recording all movement of DRC vehicles and staff. S/He will monitor the security situation across the country through a variety of information networks which the Safety and Operations Officer will develop over time. The Safety and Operations Officer will update local alert groups in a timely manner and forward information on any changes in the security situation to the safety department whilst maintaining a high level of alertness and discipline. S/He will support in according the needs of field teams and informing all traveling staff of updates, through effective coordination between field teams, the operations room and country safety team.

The Safety and Operations Officer position will have a specific focus on the Operations Room and communications systems and, following a training period, will be expected to develop a specialised understanding of such systems and will eventually be responsible for advising of procurement of communications equipment and to take responsibility for the management and maintenance of comms equipment.

Additionally, whilst the Safety and Operations Officer will have no direct reports, this position is understood as a management training position and the successful candidate will be expected to act as an interlocutor and facilitator between the Head of Safety/Country Safeyt Specialist, and the Operations Room team. Following a period of training, these responsibilities are expected to expand over time and will include (but not be limited to), rostering, leave planning, identification of, and support with the implementation of training needs. Additionally, whilst this position will work normal buisness hours, the Safety and Operations Officer will be expected to cover planned and unexpected absences of the Operations Room team by covering shifts, on short notice if necessary, to ensure the Operations Room is staffed 24/7 (any unsocial working hours will be compensated in line with Ukrainian Labor Law and DRC policies).

Your main duties and responsibilities will be:

Operations Room daily operation:

• Oversee the daily running of the operations room and report any problems to the safety management team
• Oversee the collection of daily location reports from relevant team leader/s
• Convey messages and updates in a timely and clear manner to the relevant persons or departments
• Monitor Telegram and other information networks to keep track of the security context of the mission
• Follow up the movement of the vehicles and staff
• Brief line manager, area manager and safety team immediately in the events of;
  • Change in the security situation
  • Vehicle break down involving DRC
  • Any other unforeseen urgent or important matter
• Priorities the action on messages and calls received according to the nature of emergency
• Brief Safety Managers of any vehicle convoys, staff movement and other issues related to the operations room at the end of business day
• Maintain levels of confidentiality with regards to the information received on staff movements and operations
• In close collaboration with support services, provide plans for transportation along with driver schedules, ensuring the vehicle equipment is in place and in good condition as well as facilitating safe transportation for all staff
• Ensure GPS tracking systems are monitored as appropriate.
• Where appropriate, ensure DRC vehicle tracking devices are active before any movement is authorized
• Regularly monitor the Ops Room email account
• Update the contact list database for all DRC staff
• Perform any other tasks as instructed by line manager, area manager, Head of Safety or field safety focal points

Equipment

• In close collaboration with Kyiv Safety team identify procurement needs for the Operations Room for the coming year
• Ensure safety equipment is maintained in line with DRCs Minimum Operating Safety Standards (MOSS) by taking proactive responsibility of equipment, maintenance and subscriptions
• Ensure an effective inventory and tracking register for all communications equipment essential for safe operations is maintained and any faults, errors or gaps in the system are proactively resolved and reported to HoS
• Assist in training on safety comms equipment as required

Information

• Collect, verify, analyze and report information that affects, or may affect, DRC staff safety, operationists and program continuity to Area Manager, HOS, affected team members and all other relevant stakeholders in a timely manner
• Establish a network of contacts to support DRC safety in operations
• In collaboration with Operations Room team, empower team members to track safety related incidents and developments and provide trend/pattern analysis to facilitate program access
• Maintain relevant safety documentation, data and records (training register, incident tracking, maps, etc.)

Additional responsibilities following a period of training and mentoring:

Management

• Take on basic oversite and, with close support from HoS, basic daily management functions of the safety assistants including working on the professional development of the team, identification of leave planning and daily support as necessary
• Recruit team members as necessary under the explicit instruction, guidance and approval from the Head of Safety
• Quality assure the technical tasks provide guidance and advice where necessary
• Ensure high standards of behavior and performance of team are maintained using primarily coaching methods whilst always seeking guidance from HoS first
• Ensure that all staffing duties are covered, stepping in to support and to gap fill where necessary
• Support the safety assistants to take consistent leave, ensuring minimal accumulated leave at the end of the year, through proactive planning of team leave cycles and leading by example
• Conduct regular and systemic meetings with relevant parties ranging from Ops Room team, drivers and so on, in order to gain a full picture of the safety landscape in which teams operate and recommend systemic improvements to HoS

Safety Risk Management

• Implement safety policies, protocols and procedures related to the safe implementation of program activities
• Engage and participate in Safety related training as directed by Line Manager
• Support in the monitoring and implementation of context specific MOSS
• Mentor safety colleagues on an ongoing basis in the area of safety and security
• Supervise the implementation of physical and asset protection protocols and regulations regarding the Operations Room assets
• Assist in the management of safety incidents and crises
• Assist in the development and implementation of contingency plans; such as medical emergency, evacuation and incident management, movement briefings and contextualization of movement plan. Ensure all information contained in the plan, office location, contact details, etc. are maintained and kept up to date
• Undertake Risk Assessments (RAs) and facilitate the implementation of mitigation measures in close collaboration with HoS
• Manage safety related information and provide all staff with regular safety updates and advisories on a systemic and ad hoc basis
• Monitor and ensure TRFs from field teams are in line with current safety protocols, providing feedback or requesting clarification when necessary, informing HoS/CSS of any relevant situations in this regard, and guiding the rest of the Operations Room team members in doing the same.

​​​​​​​Other

• Any other duties as may be assigned by the line manager
• Conduct duties in accordance with programme Standard Operating Procedures (SOPs) and monitor and safe adherence of SOPs
• Conduct duties in accordance with DRC Code of Conduct (CoC)
• Ensure a positive image of the safety team is spread across all departments in DRC
• Lead by example, adhering to DRC Code of Conduct and embodying the organization’s commitment to Duty of Care

​​​​​​​Analysis

• Identify indicators, triggers and key decision points for enacting contingency plans other emergency preparedness measures
• Assist in training on safety procedures as required for program staff
• Prepare and submit safety reports and trend analyses as required
• Centralize update reports submitted by Operation Rooms staff
• Take ownership of the departmental information portal

About you

Required:

• Proactive and collaborative
• Approachable
• Good sense of humor
• A can-do attitude
• A willingness to learn
• Strong leadership skills – leads by example and puts the interests of the team above personal ambitions
• Full professional proficiency in English, Ukrainian, and Russian
• Excellent reporting skills
• Familiarity with humanitarian principles and practice
• Experience in security operations
• Experience working in multicultural settings
• Experience with information gathering
• The ability to maintain high standards within a team

Education:

Practical experience in the field of safety, security and leadership with the ability to write high quality reports

Languages:

• Fluence in Ukrainian
• Advanced or higher level of English

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

• Contract length: 12 months (3 months’ probation period as fixed-term contract)
• Designation of Duty Station: Kiyv
• Start date: As soon as possible
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates
• Medical and Health Insurance

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. A****pplications sent by email will not be considered.

Closing date for applications: 11th February, 2024.