Operations Support Manager – Ukraine

This is a limited duration full-time position for 6 months located in Ukraine. This position is contingent upon receiving a work permit/visa for the country which Medical Teams International will help to coordinate.

The Operations Support Manager will manage the day-to-day operational support for program activities, including finance and human resources in the Ukraine regional response. Collaborates with the Logistics Manager and Medical Coordinator in Ukraine and Moldova to ensure effective communication and cooperation between programs and operational support functions.

Medical Teams International Calling:

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Lead on Medical Teams operational setup and support implementation as part of a high-quality health and nutrition response by ensuring adequate supplies, equipment and personnel are in place.
• Engage with coordination bodies, donors, and leadership and support staff to build a strong team environment that is compassionate, accountable, and tenacious in overcoming the barriers to health and wholeness that Ukrainians face.

General

• Leads the operations team and oversees its functions, resources, and outputs.
• Supervision of Finance Officer and HR Officer
• Cross department coverage may be required on a temporary basis
• Coordinate closely with Medical Coordinator and Field Coordinator to ensure continuous support for program activities
• Develops optimal communication plan to support operations of the head office and field offices.
• Maintains strong working relationships with all other country management team members.
• Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.

Finance

• Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met.
• Oversee hiring of local finance managers or finance officers as needed to support program goals.
• Ensures all funding monitoring reports are accurate and submitted in a timely manner,
• Ensure all internal financial controls are in place and that Medical Teams International and donor guidelines are followed
• Manage and track expenditure of assigned budget, ensuring that spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments.
• Ensure accountability is integrated into country strategies, program design, monitoring and evaluations, recruitment, staff onboarding, trainings and performance management, partnership agreements, and highlighted in reporting.

Human Resources

• Oversee all human resource activities, supporting line managers as required in areas such as recruitment, induction, training, performance management, disciplinary action, and ensures implementation of all Human Resource policies in the field office.
• Supports HR/Admin Officer and Program staff to develop and implement a staff capacity building strategy
• Liaise with HQ HR Business Partner to ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
• Ensure compensation policies and practices are administered to support internal equity, market competitiveness and policy adherence for Ukraine/Moldova staff.
• Liaise with Finance Officer to ensure payroll is administered in a timely and accurate manner.

Logistics

• Collaborates with the Logistics Manager and supports with Supply Chain administration.
• Provides back up support to Logistics while Logistics Manager is otherwise assigned.

Other Duties:

• Utilize volunteers when appropriate.
• Additional duties as assigned

EDUCATION, LICENSES, & CERTIFICATIONS

Required:

• University degree in Business Administration, Accounting, Public Administration, Communications.
• Hostile Environment Awareness Training

Preferred:

• Masters preferred.
• Logistics & Procurement knowledge is beneficial.

EXPERIENCE

• 3 years progressive experience in Finance and / or Human Resources management preferably in UN and USG donor funded projects in a field-based role.
• Experience in emergency response context.
• Experience with remote management in transition environments highly desired.
• Experience with International NGOs (US Government and UN agencies preferred).

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge in establishing systems and overseeing program start-up under limited time constraints as well as program close-out.
• Knowledge of health care, relief & development (preferred)
• Strong skills in finance and budget management.
• Strong skills in logistics and procurement oversight.
• Strong skills in Human Resource functioning
• Strong project management and organizational skills; results oriented and comfortable making decisions and taking appropriate risks.
• Effective communication and collaboration across cultural, geographical, and structural boundaries, engaging positively and constructively with colleagues.
• Ability to work collaboratively with others.
• Strong interpersonal, influencing and negotiation skills.
• Solid communication skills, highly articulate verbally and in writing.
• Proficient in Microsoft Word & Excel.
• High level of accuracy and attention to detail.
• Commitment to Medical Teams International Calling Statement and Core Values.
• Travel requirements when applicable
• Skilled at building and maintaining a high functioning, high performing work team.
• Excellent Written and Verbal Communication in English required.

Preferred, but not required:

• Russian or Ukrainian language proficiency is desirable.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 25 pounds.
• Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.