Manager of Operations Ukraine Response – Операційний(а) менеджер(ка)

Job location: Ukraine    

Starting date: asap                       

Vacancy closing date: on rolling basis

Duration position: 1 year (with possibility to extend)

Working hours: 40 

Hundreds of thousands of people have fled their homes because of the war and corresponding violence in Ukraine. Others, because of poverty or age, have no choice but to remain in life-threatening situations. The needs are enormous and ZOA immediately has sent its Disaster Response Team to provide life-saving assistance.

ZOA is an international organization providing emergency relief and recovery in over ten countries worldwide. In order to scale up our activities and set up a full ZOA programme in Ukraine, we are looking for a Manager of Operations. 

ZOA is looking for a Manager of Operations

Your challenge

The Manager of Operations is responsible for effective and efficient management and control of all operational processes in the country organization. This includes Finance, HR, Logistics and IT, and Security. The establishment of ZOA in Ukraine will also include a lot of training of the new ZOA team in Ukraine and setting up the standard ZOA processes. The starting date of this full-time position is as soon as possible. The duration is 1 year with a possibility to extend.

Your main tasks and responsibilities

Administration

• Set-up and maintaining country specific policies and procedures in the fields of Finance, HR management, Security, Logistics and procurement in compliance with ZOA global quality management framework and IT;
• Maintaining Country administrative manual (finance, HR, procurement) and ensuring compliance;
• Monitoring of and support to program organizations on processes and procedures related to Finance, HR management, Security, Logistics and procurement and IT.

HR

• Translating ZOA’s worldwide HR policies and procedures into the local cultural setting and the implementation of HR policies and procedures;
• Monitoring HR compliance to internal and external (donor and government) rules and regulations;
• Advising and supporting the Country Representative and Program Managers in the development of HR components of funding proposals;
• Supervising staff recruitment processes;
• Supervision of annual and mid-year staff evaluations;
• Ensuring that Terms & Conditions of employment comply with local legal requirements;
• Ensuring gender sensitivity in staffing and policies.

Finance

• Contributing to the Country Strategy and Annual Plan, with a specific task in preparing the corresponding annual budget and financial sections;
• Development of monthly and quarterly financial management information at country organization and at Programme Organization level;
• Preparation of country annual accounts, in accordance with relevant legislation and regulations;
• Monitoring finance compliance to internal and external (donor and government) rules and regulations;
• Preparing and processing the allocation of indirect costs to project budgets;
• Preparing monthly, quarterly and annual financial reports at country organization and program organization level;
• Advising and supporting the Country Representative and Programme Managers (PGMs) in the development of budgets of funding proposals;
• Managing financial audits and responding to audit reports.

Logistics

• Implementation of IT policies and procedures in compliance with ZOA’s worldwide framework;
• Managing availability, continuity and security of appropriate IR facilities;
• Implementation of logistical policies and procedures in compliance with ZOA’s worldwide framework;
• Monitoring and evaluation of logistical policies and procedures.

Security

• Supporting the Country Representative to enforce adherence to the security rules and instructions as described in the ZOA security handbook and the local security plan
• Supporting the Country Representative that Local Security Plans are being developed and timely reviewed by the PGMs
• Supporting the Country Representative that all staff members attend a security training, receive a security briefing and all receive and understand the Local Security Plan
• Supporting the Country Representative in taking on other security responsibilities as requested by the Country Representative (interagency networking, following up on security incident reports)

In his/her performance and as a member of the Country Management Team, the Manager of Operations balances the interests of his/her department, the country organization as a whole and of all stakeholders involved.

Leadership and management

• The Manager of Operations is a member of the Country Management Team and the Local Crisis Team.
• The Manager of Operations provides leadership to his/her staff members.
• The Manager of Operations supervises and periodically appraises the performance of his/her staff members.

Your profile 

Identity

• The candidate is expected to fully support the vision, mission and Christian values of ZOA.

Knowledge

• Bachelor degree in financial management or auditing and knowledge of HR;
• ZOA’s finance practices;
• Command of English is essential, command of Ukrainian is a plus; 

Skills/Attitude 

• Result-oriented approach,
• Takes initiative to improve processes and procedures;
• Knows how to prioritize ;
• Alerts the Country Director and Finance Director (HQ) when financial problems, issues, risks arise including fraud;
• Analytical;
• Flexible conduct;
• Customer-friendly attitude;
• Accuracy;
• Initiative;
• Effective and appropriate communication in a cross-cultural setting.

Special conditions

• You will be based in Ukraine which is not suitable for families with children.
• Given the current difficulties of obtaining a visa for Ukraine, having a free movement (i.e. EU/USA/CAN) passport is required. 

Do you need more information?

For more information about ZOA, please visit our website www.zoa-international.com.

If you have questions about this vacancy, you can contact Mrs Sandra Vogd. email [email protected] 

Interested and you want to apply?

ZOA operates with an equal opportunities policy and is committed to diversity in the workplace. Qualified women and men, people of all nationalities, and cultural backgrounds, and candidates with disabilities are welcome to apply. 

If you are interested in this position, please apply directly via our website: Manager of Operations Ukraine Response | ZOA | CVSelection (cvselectie.net) 

CVs of no more than 5 pages in length are appreciated.

Given the urgency of this vacancy, qualified candidates will be contacted on a rolling basis. Only selected candidates will be contacted and invited to participate in the process of recruitment. It is our aim to inform all other candidates of their status in the recruitment process as soon as possible. An assessment may be part of the recruitment procedure. Documents that do not match the profile above will not be considered. Internal candidates will have priority, in case of similar results.

 Please note that ZOA carries out background and reference checks (including COTER: check your name on counter-terrorism lists) for all candidates as part of the recruitment process. As ZOA participates in the Inter-Agency Misconduct Disclosure Scheme, all reference checks include a written questionnaire: the “Statement of Conduct”, which will be sent to past employers regarding Misconduct (such as sexual exploitation, abuse or harassment).