Manager of Operations - Ukraine

ZOA, as an international NGO, supports people who have lost everything due to armed conflict or natural disaster. Together, we can come to their aid in emergencies and remain faithful to communities as they recover – providing new opportunities for them to help themselves again.

In April 2022 ZOA started in Ukraine with relief activities for IDPs in Uzhgorod and Zakarpattia region. Today our teams work in Chernihiv, Kryvij Rih, Mykolaiv, Kyiv and Uzhgorod. The focus is on the most vulnerable people in rural areas with large scale cash for shelter and livelihood programmes.  We invite you to join our team of committed colleagues.

ZOA is looking for a

Manager of Operations

(Kyiv, Ukraine)

Your challenge

The Manager of Operations (MoO) is responsible for effective and efficient management and control of all operational processes in the country organization. This includes Finance, HR, Admin/liaison, IT, Logistics and Security.

Your main tasks and responsibilities

The Manager of Operations has been assigned with responsibility and holds delegated authority for:

Administration/liaison

• 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;
• Maintenance of country administrative manual (finance, HR, procurement) and ensuring compliance;
• Monitoring of and support on processes and procedures related to finance, HR management, security, logistics and procurement;
• Supervision of liaison tasks, such as coordination with relevant national authorities, including visa requests for international staff and required project and field visit approvals.

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 Director and Programme Managers in the development of HR components of funding proposals;
• Supervises staff recruitment processes;
• Supervision of annual and mid-year staff evaluations;
• Supports the establishment of a conducive and pleasant work environment;
• Ensures that terms & conditions of employment comply with local legal requirements.
• Ensures gender sensitivity and inclusivity in staffing and policies.

Finance

• Ensuring the financial deliverables mentioned below are made available in the expected quality and timely manner.
• Contributing to the Country Strategy and Annual Plan, with a specific task in the review of the corresponding annual budget and financial sections;
• Accountable for timely review of monthly and quarterly financial management information at country organisation and at programme organisation level;
• Overseeing the 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;
• Accountable for the preparation and processing of the allocation of indirect costs to project budgets;
• Accountable for the availability of monthly, quarterly and annual financial reports at country organisation and programme organisation level;
• In close cooperation with the Finance Manager, advises and supports the Country Director and Programme Managers in the development of budgets of funding proposals;
• Ensuring correct Management of financial audits and responses to audit reports.

IT/ Logistics

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

Security

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

Partner capacity

• Contributes to partner capacity enhancement in areas of Finance, HR, IT, and Logistics.

Leadership and management

• Member of the Country Management Team and the Local Crisis Team.
• Provides leadership to staff reporting to the Manager of Operations.
• Supervises and periodically appraises the performance of staff reporting to the Manager of Operations.

Authority

• The Manager of Operations is authorized and accountable within the framework and limits defined in:
  • The ‘Declaration of Authorization’ signed by the Country Director;
  • The ZOA Country Management Charter;
  • The agreed Country Strategy and Annual Plan;
  • ZOA’s quality management system;
  • The projects as approved by the donors.
• 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 organisation as a whole and of all stakeholders involved.
• The Manager of Operations is accountable to the Country Director of ZOA Ukraine.

Your profile

Identity

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

Experience/knowledge

• Bachelor’s degree in financial management or auditing or other relevant studies, and knowledge of HR;
• Knowledge of ZOA’s finance practices;
• Command of English is essential, speaking Russian or Ukrainian is a preference;
• Preferably, some cross cultural experience in a humanitarian setting;
• At least 3 years’ experience in a similar senior level management position in relief, recovery or development settings.

Skills

• Result-oriented approach;
• Takes initiative to improve processes and procedures;
• Knows how to prioritize;
• Alerts the Country Director and Manager of Finance (HQ) when financial problems, issues or risks arise, including fraud;
• Analytical;
• Flexible conduct;
• Inter-personal and inter-cultural sensitivity;
• Accuracy;
• Initiative;
• Effective and appropriate communication.

Special conditions

• Up to 25% may be required for travel in country.
• Kyiv duty station allows for being accompanied by partner/spouse, but not for families with children.
• Kyiv duty station has R&R arrangements included.

We offer

ZOA offers you a challenging job, and a motivated team in Kyiv, and good benefits and remuneration which suit the NGO sector (including but not limited to: medical and other insurances, (contribution to) housing costs, training options and 29 leave days).

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 Sandra Vogd, HR Business Partner, email zoa.vacancies@zoa.ngo

Interested and do 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 the "apply now" button below.

CV’s of no more than 5 pages in length are appreciated. 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 within 4 weeks after the vacancy has closed. 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).