Polish Humanitarian Action (PAH) is looking for a Head of Operations for its Country Office in Ukraine.
General information:
Organization: Polish Humanitarian Action (PAH), Warsaw-based non-governmental organization with country office in Ukraine
Position: Head of Operations
Location: Kyiv
Job terms: Full time
Type of job: Employment contract
Duration: 1 year with option to renew
Starting date: ASAP
We strongly encourage qualified candidates to apply as soon as it is possible as the applications will be reviewed on rolling basis.
Polish Humanitarian Action is a non-governmental organization providing humanitarian and development relief worldwide since 1992. So far, we have carried out interventions in 52 different countries, implementing projects in Water, Sanitation and Hygiene, Shelter, Education, Food Security and Livelihood and Psychological support. Our head office is located in Warsaw, we have also offices in Toruń, Olsztyn, Białystok as well as 6 national offices: in South Sudan, Somalia, Kenya, Yemen, Madagascar and Ukraine, where we employ mainly local employees.
Learn more about values and principles that guide us in our daily work, you can find them in the PAH Culture Book. It is not only a guide to our activities, but also a document presenting the foundations on which our organization is based: humanity, impartiality, neutrality and independence.
Operating in Ukraine since August 2014, PAH is uniquely positioned with a wide network of partners and donors to deliver humanitarian aid to the most vulnerable conflict-affected people during this crisis. PAH provides assistance to internally displaced people and the elderly and single mothers, working in the sectors of Protection, WASH, Food Security/MPCA, Shelter/NFI and MHPSS. PAH Ukraine is rapidly expanding its operations in response to the armed conflict and seeks dynamic candidates comfortable with a fast-changing environment who are eager to scale operations quickly.
Visit www.pah.org.pl for more information.
Key Duties and Responsibilities
Logistics Management:
- Ensure internal and donors’ logistic process and procedures are in place and followed up.
- Accountable for systems mitigate risks from corruption.
- Ensure legal compliance according to national law, internal and donors procedures.
Financial Management:
- Accountable for all aspects relating to finance, including budgetary and accounting elements, as well as the Country office cash flow.
- Supervise the country program’s financial health including cash flow, coverage of operational costs, identification of financial and procedural risks, and implementation of relevant solutions.
- Ensure and validate the preparation of budgets and financial reports and is responsible for external audits.
- Ensure PAH procedures are in place and followed.
Human Resource Management:
- Responsible for the management of the local and international teams, for the definition/updating of procedures and HR management tools in accordance with labor regulations in the country and the HR policies of PAH, and for the monitoring of risks linked to HR questions.
- Collect all necessary information on local labour law and update internal regulations/work contracts accordingly.
- Follow up of the HR database (leave, contracts, etc.) and statistics.
- Ensure that all HR policies are understood and respected by all staff.
- Validate and coordinate the recruitment process started on a national level.
- Train and capacity build staff as required.
- Manage and supervise the team under his/her supervision.
- Conduct the Appraisal Interview of the team under his/her direct supervision.
Liaison and Reporting to Authorities:
- Take leading role to coordinate with all operational and program departments as well as HQ desks to finalize periodic and annual reporting
- Take lead on contracting lawyer and PAH representatives to government authorities
- Follow up on tasks assigned to PAH representatives and lawyers through HR department or directly as per plans
- Ensure all reporting to authorities are submitted and clarified on time
- Direct HR department on administrative orders, visas and residencies for expats to ensure they are done on time
- Coordinate with other humanitarian agencies on government authorities related matters when required
Coordination:
- Ensure with the Head of Program that the coordination with the program team on budget follow up and forecast is taken place regularly.
- Centralize and diffuse information within the Country office and to the Country Director for all financial, administrative, legal, HR, Logistic aspects of theCountry office.
- Ensure the coordination of the operational and program teams for the preparation and during the process of audits.
- Coordinate financial, HR, administrative and logistic, legal aspect of the Country office.
- Attend internal coordination meetings.
- Attend external inter-NGO administration coordination meetings when needed.
- Attend bi-lateral meeting with donors, partners, and authorities when needed.
The successful candidate will be selected based on the qualification requirements described below:
- Experience in managing operations (minimum 3 years) within difficult operating environments
- Proven experience in staff management in cross-cultural environment, including capacity building, training and facilitation skills (at least 5 years)
- Solid understanding of financial systems, including budgeting and budget analysis experience (previous experience in finance management highly desirable)
- Knowledge of logistics, HR and office administration procedures
- Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
- Strong results orientation with the ability to challenge existing mind-sets
- Proven ability to manage a complex and demanding workload
- Highly developed interpersonal and communication skills
- Strong sense of personal and professional integrity
- Good knowledge of Microsoft Office tools
- University degree in relevant field
- Languages: Full proficiency (C1) in spoken and written English required (Ukrainian/Russian language will be an asset)
What PAH offers:
- work experience with professional and flexible international NGO, which is one of the largest NGOs in the Central-Eastern Europe
- work in a dynamic and motivated team
- possibility for professional development
- For expatriate Staff, PAH offers the following additional benefits:
- free accommodation
- flights home covered at the beginning and at the end of the deployments
- R&R benefit
- annual leave of 26 working days and 5 additional days of leave
- medical insurance (including Emergency Evacuation)
- psychological Support Package
How to apply
How to apply:
Please fill in the online application form and submit your short resume (max. 2 pages) and cover letter in English no later than October 31st, 2024.
Please note that only short-listed candidates will be notified.
Due to the urgency to fill the post, applications will be reviewed on a rolling basis. PAH reserves the right to close the job opening before the deadline.
