• Country: Kharkiv, Ukraine
• No of vacancies: N/A
  
• Salary: N/A
• Organization: IRC
• Gender: Both
• Deadline: N/A

Job Overview/Summary:
Under the supervision of the Field Coordinator (FC), the Field Manager (FM) will be responsible for ensuring high quality support for the delivery of programming in the field office. A specific focus of the role is leading effective and efficient program support functions. The FM will serve as the ‘second in command’ of the field office and will deputize for the FC in her/his absence. Additionally, the FM will play a key role in liaising with the Ukrainian governmental authorities, including unblocking any barriers and managing risks to effective implementation.

The FM will directly supervise field operations teams – Supply Chain (including Fleet, Procurement, and Warehouse), Administration, Human Resources and Finance – as well as a Program Support Officer to ensure strict compliance with IRC, host government and donor policies and procedures. The FM will provide contextually appropriate operational input and advice at all stages of the project cycle, continually assessing the quality and effectiveness of program support and adjusting accordingly.

The position will work closely with field-based Program Managers/Officers and their teams to optimize delivery of operational support for program implementation. This position will be based in Kharkiv with travel to program locations. As this is a fluid and rapidly changing context, the location of this position and the length of the assignment may change based on the needs of the program.

Job Responsibilities:
Strategic Planning:
As a member of the extended SMT (ESMT), together with the FC, the FM provides input into the development of the Ukraine Country Program Strategy Action Plan (SAP) and SAP Implementation Plan (SAP-IP) and supports the delivery of strategic goals.

The FM participates in program/project design and influences decision making to ensure program support is contextually appropriate and adequately resourced.

Field Management:
Deputize the Field Coordinator (FC) and assume FC responsibilities when s/he is out of the office.
Together with the FC and the Humanitarian Access and Safety & Security (HASS) team, closely monitor events in current and proposed areas of operation (humanitarian situation, politics, security) and support with contextual analysis. Ensure that operations functions are appropriately adapted to the changing context.
Together with HASS Officer, maintain Health and Safety standards by carrying out regular inspections of the office, program facilities and guesthouses, to ensure that all first aid and hibernation kits are up-to-date, and any procurement is carried out.

Leadership of Program Support:
Directly supervise, lead, and mentor field office support teams in coordination with functional operations leads (Supply Chain, Admin, IT, HR, and Finance). Identify challenges and gaps and raise issues with operations leads to ensure a well-coordinated approach to addressing issues raised.
Coordinate all operational functions to ensure integrated management of Kharkiv office operations support teams (Supply Chain, Admin, IT, HR, Finance). Supervise field office Program Support Officer to ensure these functional services are meeting the needs of programs.
Analyze Supply Chain, Admin, IT, Finance and HR functions to ensure program support services are operating effectively and efficiently.
Lead the development and ongoing review of operations plans to support program activities and the scale-up/right-size programming according to approved country SAP.
Support the FC with analysis of operating budgets and costs related to operations.

Supply Chain, Admin, and IT effectiveness:
Support field-based Program Managers/Officers and Field Coordinators with the preparation of procurement plans.
Follow up with the Supply Chain colleagues in Kyiv for the timely delivery of supplies.
In coordination with the fleet team, oversee vehicle movements to ensure adherence to policies and maximize program security, accountability, and efficient use of fleet resources.
In coordination with the warehouse team, ensure that IRC and donor warehouse management principles are respected and that warehouses are well equipped for operations with necessary security measures and equipment in place.
Participate in procurement committee meetings, providing input where strategic procurement/ large scale procurement is planned.
Ensure program supplies reach the intended beneficiaries by reviewing distribution plans, distribution reports and field verification visits, and making sure all are well documented.
Working with IT leads to ensure IT infrastructure is fit-for-purpose and connectivity maintained for business operations.
Ensure all staff have the IT equipment they need to carry out their responsibilities and is appropriately maintained and upgraded as necessary.
Support field-based Admin role to ensure that office and facilities are well-maintained and fit-for-purpose to safely accommodate staff, and have the appropriate office furniture.

HR effectiveness and staff management:
Support field-based HR Officer to ensure adoption of different HR policies and procedures, different HR routines (performance review cycle and goal setting), staff development plans, etc.
Ensure all new staff in the field office receive orientation on operations functions.
For staff under this role’s supervision, work with operations, HR, and finance leads to ensure staff are well trained and continue to receive opportunities for skills learning and development in functional areas.
Ensure that all performance evaluations for operations support staff are conducted on time. Review all evaluations to ensure quality and consistency.
In collaboration with operations, HR, and finance leads, implement personnel policies including coaching, performance evaluation, staff development, and disciplinary measures.

Compliance and Financial Management:
With leadership and support from operations, HR, and Finance leads, ensure compliance with IRC and donor finance and logistics policies, including all aspects of procurement and asset management. Monitor adherence to policies and procedures.
Ensure donor and IRC visibility requirements are respected in all areas of operations.
Actively participate in the development of national policies, practices, and guidelines ensuring appropriateness for the contextual needs of the field office.
Introduce measures to ensure compliance with IRC, donor and host government and finance policies for procurement, asset management, inventory and warehousing, and recruitment activities within field office thresholds.
Support field Finance Officer to deliver financial management responsibilities, including making any payments, producing financial reports, and supporting program and operations teams in managing their budgets.

Humanitarian Access, Safety and Security:
Under instruction of the HASS Team, support security and humanitarian access assessments and government permissions for new areas of program implementation.
Coordinate with the field HASS Officer to ensure safety and security policies are tailored to local conditions and meet requirements of program support functions.

Coordination and Representation:
Coordinate internally with Program Managers and Coordinators to ensure program support functions are aligned with program implementation needs and appropriately resourced.
Promote strong linkages and sharing of information between program and support teams.
Support the FC in all coordination and representation duties, such as, but not limited to, attending external and internal coordination platforms, and facilitating meetings and representation with local stakeholders e.g., Mayors, Governors, UN Coordination, Ukrainian authorities, Partners and communities.

Key Working Relationships:
Position reports directly to: Field Coordinator
Position directly supervises: Field Supply Chain, Field Admin, Field HR, Field Finance, and field Program Support Officer

Job Requirements:
Education: University Degree.
Work Experience: Minimum of 2 years professional experience preferably with an INGO or private sector, with a focus on operations/support functions. Must have prior experience overseeing supply chain/logistics, admin, HR, or finance functions in field operations.
Demonstrated Skills and Competencies: strong analytical skills, experience with Microsoft Office and Excel specifically. Ability to work under pressure, multitasking, handy person, excellent team player and ability to work in a multinational environment. Self-motivated, honest, highly responsible, high attention to detail, flexible and adaptable.
Certificates or Licenses: professional certification related to Logistics is preferable but not required, driving license.
Languages Requirements: Fluency in Ukrainian and English.
Working Environment: Standard office working environment with all amenities available including ACs, internet connection, electricity, and office space.

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

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