Deputy Operations Director / Заступник (-ця) директора з операційної діяльності

Global Communities, formerly CHF International, is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

The Deputy Operations Director will support the Operations Director in overseeing daily programmatic and administrative operations at the Global Communities Ukraine office and associated field offices. In coordination with the OD, They will supervise all operations, logistics, and procurement staff and ensure that all day-to-day programming activities across the Ukraine country portfolio are adequately supported. The Deputy Operations Director   ensures compliance with all donor regulations and Global Communities’ policies and supports the efficient delivery of humanitarian and development programming in Ukraine

RESPONSIBILITIES: 

Responsibility Area: Procurement 

In Coordination with the Operations Director:

• Oversee entire 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.
• Ensure the maintenance of accurate and complete files of procurement documentation.
• Review all procurement processes and actions for compliance with donor rules and regulations, as well as Global Communities’ policies.
• Ensure all procurements are well planned, tracked and fairly priced. 
• Maintain and conduct regular review of the Procurement SOP ensuring its compliance with the FFAM (Field Finance and Admin Manual), donor rules and regulations and local laws/ norms in Ukraine.
• Support local partners in development and adherence to appropriate procurement policies and SOPs; advise partners on procurement best practices. 

Responsibility Area: Logistics

In Coordination with the Operations Director:

• Oversee logistics processes 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.
• 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.  
• Oversee all matters and logistics relating to vehicle 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.
• Oversee all asset management, tracking and reporting for the Ukraine portfolio.
• Create, maintain and conduct regular reviews of all operational SOP’s ( Transport, Warehousing, Assets Management )

Responsibility Area: Project Support 

• Contribute to work plans, reporting, and other relevant program deliverables as required.
• Collaborate closely with other functional support team leaders, including finance, P&C, safety and access, to contribute to seamless support to program activities and coherent capacity development of partner organizations. 

All other duties as assigned.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

• Undergraduate degree and a minimum of six years of related work experience.
• At least 3 years’ experience in a management role.
• Prior experience working on USAID (incl BHA), UN or other donor funded programs preferred.
• Demonstrated experience managing large teams and utilizing coaching and mentorship techniques preferred. 
• Strong analytical skills, including ability to gather and analyze information and develop recommendations for action. 
• Demonstrated ability to think strategically as well as create and implement effective processes, tools, systems and policies.
• Fluency in English required.
• A passion for the mission and values of Global Communities, and a commitment to equity and justice.