Старший/а операційний/а менеджер/ка / Senior Operations Manager

Summary:    

The Partnership Fund for a Resilient Ukraine (PFRU) is a multi-year, multi-donor funded programme managed by the UK’s Foreign, Commonwealth and Development Office (FCDO) and governed in collaboration with the Government of Ukraine.  

The PFRU’s aim is to set improved conditions for the Ukrainian state, in partnership with civil society and the private sector, to lead on inclusive national recovery and revitalization in the context of Russia’s aggression. This outcome is designed to facilitate the rebuilding of a more resilient, socially cohesive, inclusive, democratic, and prosperous Ukraine.  The PFRU provides funds to Ukrainian and international delivery partners and implements projects based on research and evidence.

Principal Duties and Responsibilities

The Sr. Operations Manager will manage and oversee all administrative, contractual, and operations aspects, procurement, inventory management, travel logistics for the programme, events planning and execution, implemented in form and substance consistent with FCDO regulations, Ukrainian law (where appropriate neighbouring country law), and Chemonics’ policies and internal controls.

Specific Responsibilities

The Senior Operations Manager will be responsible for the following:

•  Provide overall management of operations, including procurement, logistics, contract management, programme events, and administrative tasks.
• Oversee the establishment, maintenance, adherence, and continual improvement of office administrative systems, including filing, inventory, procurement, vehicle use and tracking, administration of advances, etc.
• Provide support during audits as needed.
• Procurement management – strict compliance with PFRU’s Procurement Manual and FCDO regulations by meticulously reviewing purchase orders, selection memos, and comprehensive procurement documentation compiled by admin and procurement officers and assistants within his/her portfolio.
• Issues Invitations for Tenders (ITT) on behalf of the Ukraine PFRU admin team and participates on selection panels to ensure transparency and compliance at all steps. Works with the Ukraine PFRU teams to prepare and finalize tenders, bidding documents, technical specifications, contracts, schedules of completion, delivery, inspection, and evaluation reports.
• Works directly with Ukrainian vendors and service providers to obtain quotations and/or initiate procurements of requested commodities, works, and services.
• Makes efforts where possible to streamline the procurement process through establishing appropriate Blanket Purchase or Framework Agreements with vendors (as applicable).
• Contributes to and maintains PFRU’s vendor database.
• Carries out petty cash purchases for the office through use of the corporate credit card. Tracks all corporate credit card expenses and maintains receipts for all purchases for reconciliation. 
• Assist project in getting Accreditation and Registration at SCMU.   
• Coordinate with project teams and the British embassy to register programme recipients, update the programme’s registration card and accreditation as needed.
• Serve as a member of management board of PFRU.
• Monitors administrative activities and ensure that project practices are in line with PFRU and Chemonics policy and procedures.  If policies do not exist, develops policies that suit the needs of PFRU and that are in line with Chemonics and FCDO policies.
• Maintains a complete and thorough inventory of all programme property in the programme offices, including maintaining equipment receipt forms.  Ensures all IT and other equipment is well maintained and operational.
• Proactively identify and communicate the procurement needs of the office and ensure compliance with FCDO regulations and project procurement policies.
• Establish, modify, and monitor relationships with outside vendors related to office facilities, services, or equipment, including office and residential lease agreements, equipment service contracts, and others.
• Ensures the security, safekeeping, and maintenance of all programme property located on any of the office premises of the Ukraine PFRU programme. This includes overseeing the installation and maintenance of office security, fire and alarms systems in coordination with the security team. 
• Serve as a member of the Incident Management Team (IMT) to assist with arranging logistics and coordinating drivers, services in the event of an incident. Maintain the programme’s incident log.
• Supervises admin team: translator(s), drivers, IT officers, administrative procurement officers, and the administrative assistants (in total 15 people). Conducts onboard trainings for the PFRU staff regarding administrative operations, event planning and finance procedures.
• Management of all residential and commercial leases including vehicle rent and lease.
• Manage logistics for traveling staff and consultants, including office space, transportation, and other resources as required.
• Transport management – control of fuel consumption, drivers’ allocation for the filed trips, logbooks are completed and submitted on a monthly basis. Vehicles are well maintained, cleaned, equipped with safety PPE and ready for immediate trips.
• Event management – planning events according to technical teams requests, coordination and execution of all PFRU events in Ukraine and oversees, including involvement logistics vendors and other suppliers.
• Performs other duties as assigned by supervisor and Deputy Team Leader – Operations and Finance or designee.  

  Qualifications

•  Bachelor’s degree in business administration, economics, or other relevant field required.
• 6 years of progressively responsible experience with contract administrative compliance, finance and/or procurement for donor-funded development projects; with at least 3 years of supervisory experience.
• Deep understanding of policies and FCDO regulations, accounting, procurement, and reporting requirements, including Chemonics and other applicable regulations and directives.
• Demonstrated high level organizational, communication, financial management, and negotiation skills.

• Proven experience developing new organizational systems and tools required, with a strong command of Microsoft Office required.
• Ability to work in a professional manner with fellow staff members, visitors, vendors, and the public.
• Fluency in Ukrainian and English is required.

Place of Assignment

Kyiv, Ukraine

 Reporting

 The Senior Operations Manager will report directly to the Deputy Team Lead Operations.

Application Details

Apply using the following link by May 16th. For roles requiring English language skills, English language CVs are preferred (but not required). We encourage to apply people with disabilities. Applications will be considered on a rolling basis. No telephone inquiries, please. Chemonics will contact finalists.

https://app.smartsheet.com/b/form/a44f8791237c4df2a2c0d3d2ad86b2ca

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, colour, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.