Senior Operations Manager

Overview

Global Communities works at the intersection of humanitarian assistance, sustainable development and financial inclusion to save lives, advance equity and secure strong futures. We support communities at the forefront of their own development in more than 35 countries, partnering with local leaders, governments, civil society and the private sector to achieve a shared vision of a more just, prosperous and equitable global community.

Global Communities is seeking a Senior Operations Manager to join the Humanitarian Assistance team in Kyiv, Ukraine. Under the guidance of the Director of Operations, The Senior Operations Manager (SOM) ensures operational continuity and adherence to and compliance with GC policies and procedures and donor regulations. They support the procurement, logistics, HR/admin, IT, and safety and access departments, and lead these departments when serving as Acting DO. The SOM contributes to the planning, coordination, and implementation of initiatives aimed at enhancing operational excellence. The SOM will be assigned critical procurement, HR, and Administration tasks to lead in place of the DO and is expected to work effectively in all areas of operations with minimal supervision. The SOM also supports the Safety and Access Manager with risk management and mitigation measures, including development and operationalization of contingency plans. This position  also provides training and capacity building to local national staff and partners, as well as surge and operational support for start-up and close-down activities.

NOTE:

As an organization working to advance public health, Global Communities has an obligation to model best practices and to do all we can to protect each other, our partners and the communities where we work.  To ensure the continuity and effectiveness of our business operations, Global Communities is adopting a policy to safeguard the health of our visitors, employees, families, and the larger global community from COVID-19.  Effective January 3, 2022, all U.S.-based Global Communities employees are required to provide proof of having received full dosage of COVID-19 vaccine that is FDA approved, approved for emergency use authorization, or have an approved medical or religious exemption on file with Global Communities, as a condition of employment.

Responsibilities

Procurement Support

• Lead and support procurement processes, including the oversight and effective management of drafting and/or reviewing RFPs and RFQs, conducting bid analyses and evaluations, drafting procurement contracts, and reviewing contract deliverables. The SOM will be required to support the procurement team and at critical times will be assigned to lead procurement actions.
• Manage the maintenance of accurate and complete files of procurement documentation.
• Assist in the review of all procurement processes and actions for compliance with donor rules and regulations, as well as Global Communities’ policies.
• Support the DO to ensure all procurements are well planned, tracked and fairly priced.
• Support the DO to maintain and conduct regular review of the Procurement SOP ensuring its compliance with the GC Field Finance and Admin Manual, donor rules and regulations and local laws in Ukraine.

Logistics Support

• Support the DO by managing specific logistics processes as assigned to procure, store and distribute stock, supplies and services for the timely delivery of project objectives.
• Manage the tracking of all supplies, equipment, and materiel in transit, through its receipt, storage, and onward distribution.
• Support the DO to manage and share pipeline and supply chain information, ensuring that program staff are well informed and well prepared for incoming goods and materiel. Ensure timely reporting on stock status to help program staff with planning of stock replenishment.
• Support the DO by managing all matters and logistics relating to vehicle and motorcycle transport and fuel management, to ensure all vehicles are insured, managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicle equipment (tools, communications, etc.) are complete and serviceable; and that usage of fuel is correctly managed, logged and recorded.
• Support and strengthen country office procedures and policies as necessary for the effective management of the emergency supply chain, vehicle fleets, communication systems, and the logistics components of the emergency response program.
• In collaboration with program teams and DO, coordinate all field-based logistics in support of active programming, including supply chains, and vehicle movements.

HR/Administration

• Support the DO to manage Ukraine offices, including drivers, admin, IT, liaison, and maintenance staff.
• Work with HR to ensure close follow up and information sharing on host country legal issues and the regulatory environment.
• Oversee asset management, tracking and reporting.
• Work with HR to follow up and maintain guidance regarding processes of registration, visa, residency and work permits for GC staff.
• Ensure appropriate and relevant liaisons with Government of Ukraine authorities pertaining to project implementation and the regulatory environment.

Training/ Capacity Building

• In coordination with capacity assessments lead by the DO, determine training needs in operations, HR/admin, finance, procurement, logistics, and other areas for the field staff in coordination with relevant supervisors.
• Identify training resources or coordinate the development of trainings to ensure senior national staff are trained to increase their responsibilities to build capacity and ensure sustainability of programs.
• Advocate and plan for professional development for expat and national staff.

Project Start- Up/Surge Support

• Support startup teams to ensure startups are conducted properly. Make timely decisions; escalate to appropriate decision-makers as needed; inform CD/COP/PD and/or start-up manager or technical issues on the projects.
• Prepare for startup needs at the pre-award stage of assigned projects. Identify “likely awards” and work with the Ukraine team to identify champions to work on pre-award preparation.
• Review and check work performed by the startup team prior to departure and attend startup QA (Quality Assurance) meetings. Reports on the day-to-day activity of startups and requests advice and guidance on in resolving problem solving if required.
• Lead and contribute to initiatives to improve startup processes. Review new policies and procedures for startup and, where needed and approved, implement changes to existing policies and procedures. Assist in the design and delivery of startup trainings
• Oversee other STTA members on a startup activity as mobilizing Start Up Manager or support the field start-up team with operational tasks as assigned such as field accounting, field accountant and other staff recruitment, or field procurement.

POSITION SPECIAL RESPONSIBILITIES

• This position is located full time in Kyiv, Ukraine. This position requires travel to and from conflict affected areas.
• Supervises a team of Operations and Administration professionals.
• Promote a culture of excellence, inclusion, learning, support, diversity and innovation

Qualifications

• Undergraduate degree with a minimum of six years of related experience or a minimum of ten years of related experience. Preferable in Business Administration, Finance, or Accounting.
• At least six years’ experience managing operations and/or finances for large donor-funded NGO programs.
• Knowledge of USAID policies and business practices and with direct experience managing the operations, administration, and/or finances of a USAID-funded project is preferred.
• Experience in Ukraine or Eastern Europe is highly preferred.
• Excellent management skills and knowledge of latest project management and procurement systems and tools and computer applications.
• Extensive experience with project operations, including procurement, and logistics; experience with financial management preferred.
• Ability to work under pressure and deliver under tight deadlines on a continual basis.
• Superior interpersonal and communication skills.
• Must have Ukraine work authorization.

Global Communities is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.