Operation Manager

Position              : Operation Manager

Line Manager    : Country Director 

Country Office   : Ukraine

Work Location   : Kyiv 

 Organisation Background

The International NGO Safety Organisation (INSO) is an international charity that supports the safety of aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations, and training.

INSO services help NGOs with their day-to-day risk management responsibilities and improve their overall situational awareness to support evidence-based humanitarian access decisions.

The strong focus on humanitarian principles and exclusive NGO-only membership criteria has meant that INSO is now accepted as a standard component of modern humanitarian response offering independent frontline reporting and coordination services that save lives, strengthen operational practice, and enable humanitarian access.

Today the organisation provides daily support to more than 1000 NGOs in 17 of the world’s most insecure countries and has earned a strong reputation for performance, principles & professionalism.

INSO Ukraine Country Office

INSO has been operational in Ukraine since July 2015 and currently brings together 100 humanitarian organisations operating country-wide. INSO Ukraine focuses on providing security- and access-related information in near to real-time and helps raise awareness of the existing risks and mitigation strategies.

 We are seeking an experienced individual to join our team as INSO Operation Manager to be based in Kyiv.

Job Summary:

 Reporting to the Country Director, and under the technical supervision of INSO’s Director of Operations, the Operations Manager (OM) will be responsible for the successful delivery of all Operations functions within the country office. The OM may be supported by one or more Officers or Assistants as available in the country office. 

In addition to managing the country office’s transactional and strategic HR tasks, the OM is also expected to ensure all legal and regulatory documents are filed on behalf of INSO with the national authorities in a timely manner. The OM will also manage the entire scope of facilities and asset management tasks for the relevant INSO country office, ensuring the effective provision of function and support services, compliance with INSO’s and donor’s regulations, and effective maintenance and management of its assets including management of drivers, cleaners and other support staff. They will also prepare and manage country office procurements complying in full of INSO's procurement procedures and budgetary requirements in the most efficient and cost-effective way.

The OM will also act as the Country Office’s safety and security focal point, serving as the primary point of contact for internal safety and security matters, overseeing communications, transport, site security and guard-force.

Major Responsibilities:

(The below-mentioned list of responsibilities is not exhaustive: flexibility is a must and other tasks may be requested to adapt to operational needs, like covering other areas during the leave of a colleague). 

Human Resources

• Under the technical supervision and guidance of the INSO Director of Operations, the incumbent will be responsible for the timely management of all in-country recruitment processes, local and international, ensuring that they are fully compliant with INSO guidance and procedures. 
• Lead the implementation and monitoring of all INSO personnel and HR regulations (national and international) to ensure country office compliance and regularly monitor national employment law, suggesting modifications to internal rules to the Country Director and Director of Operations where appropriate
• Lead and coordinate national employee on-boarding and coordinate with OSO HR on international employee onboarding, providing in-country employee induction and orientation programmes (national and international)
• Coordinate and monitor national employee performance monitoring, grievance management and discipline, escalating issues where appropriate to the Country Director and Director of Operations
• Maintain accurate and up-to-date employee (national & international) leave records and monitor the proper use of leave by staff in the country office
• Prepare the national staff monthly payroll and control timesheets and any tax payments/deductions and maintain national staff insurance enrolments/medical payments for country office staff as required under statute 
• Provide support to internal and external audit requests in the field of HR, coordinating with OSO as appropriate.
• Act as the in-country project management focal point for all HR (and other Operations area) projects and be the focal point for all HR queries from staff or management at the Operational Support Office or in the Country Office
• Regularly maintain country office personnel files (national and international).
• Support OSO in gathering and monitoring of relevant KPIs and other HR management and performance related data. 

Legal and Compliance 

• Ensure all necessary legal and regulatory documents are filed in a timely manner on behalf of INSO with the relevant national authorities in order to maintain INSO’s formal in-country registration.
• Develop and oversee control systems to prevent or deal with violations of legal guidelines and internal policies, evaluating the efficiency of controls and improving them continuously, suggesting revisions to procedures, reports etc. periodically to identify hidden risks or non-conformity issues
• Obtain visas, work permits and residencies as required on behalf of INSO staff.
• Coordinate with OSO HRM on all deployment/visits of international staff (flights, visa, accommodation).
• Monitor compliance with national tax codes and ensure timely compliance with local statutory reporting requirements.
• Maintain a register of in-country professional advisors;

Facilities and Asset Management 

• Manage the entire scope of facilities management tasks for the INSO country office, ensuring the effective provision of function and support services
• Prepare and maintain all of the country office’s leases and contracts with suppliers (offices, utilities, vehicles, security etc.).
• Equip and maintain all staff facilities and vehicles to the required standard.
• Establish and regularly maintain a central asset register for the country office and ensure full implementation of and compliance with all asset management regulations.
• Functions as overall Office Manger ensuring smoothing functioning of offices in terms of services, supplies and consumables. 

Procurement and Logistics

• Implement and fully comply with all Procurement and Logistics regulations applicable for INSO and its donors in the country office and ensure all staff are aware of their roles and responsibilities with regards to procurement.
• Oversee full implementation of procurement processes as outlined in INSO’s internal regulations and operating procedures. 
• Enforce all controls to prevent fraud and corruption.
• Maintain up to date and accurate procurement files in full compliance with INSO policy 
• Manage and maintain contractual agreements and relationships with vendors/contractors and all service providers. 
• Carry out regular local market surveys for goods and services and ensure the Supplier/Vendor List and other databases are kept up-to date.
• Oversee INSO vehicle management by coordinating needs with the Country Director. 
• Contribute to donor reporting in area of asset management/logistics/procurement.
• Lead audit follow up in area of logistics/procurement.

Safety and Security 

• Serve as the primary point of contact for the Global Safety Manager regarding the progress, tracking and reporting of security audit findings and recommendations.
• In coordination with the Global Safety Manager, ensure that deadlines for updates of the Country Security Plan (CSP)/Field Office Security Plan (FOSP) and Security Risk Assessment (SRA) are met. 
• Plan, coordinate, and deliver monthly awareness briefings in line with monthly safety and security audit theme.
• Ensure appropriate steps are taken towards safeguarding INSO facilities, vehicles and assets in accordance with INSO’s safety and security policies and regulations. 
• Responsible for briefing drivers and guards on country safety and security policies.
• As part of their onboarding, orient and train new staff on the Country Security Management Plan, including safety and security roles and responsibilities.
• Serve as the focal point for visiting staff, ensuring pre-departure information packages and conducting on arrival briefings as requested. 

PERSON SPECIFICATION

Knowledge, Skills and Experience

Essential:

• Fluency in English (written and spoken).
• A Bachelor’s degree in a relevant field from a recognised academic institution. 
• At least 5 years of progressive professional Operations experience, at least 2 of which should be with an NGO or international organisation.
• Highly self-motivated, a problem solver, solution focused and a strategic thinker with the ability to manage multiple priorities and work to set deadlines
• Proficient use of MS Office programmes and experience with database management 

Nice to Have:

• Previous experience or knowledge with logistics and procurement. 
• General knowledge of donor procurement regulations.
• Existing knowledge of INSO and affinity with its mission.
• Experience as a user or admin of HRMS
• Prior field experience in [country] in a similar position is a plus.

 Personal Attributes

• Confidentiality, integrity, and a sense of conflict-of-interest prevention.
• Self-motivation, courtesy, and humility.
• Team spirit and good management of interpersonal relationships.
• Know how to plan and organize your work.
• Be flexible, dynamic, know how to propose initiatives.
• Be able to work under pressure. 
• Effective communicator.
• Capacity to work in multicultural environments. 

Terms & Conditions:

Official contract with a 3-month probationary period with an expected start date asap or 27 April 2022, UAH 77,600 Gross salary.

INSO’s Safeguarding Policy:

INSO is fully committed to safe recruitment, selection, and vetting of all potential new staff, trustees, and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process. As such, the following safe recruitment practices will be applied:

• All offers of employment will be conditional on receiving at least two satisfactory professionals.
• references;
• INSO will ask candidates about significant gaps in employment history or frequent changes of employer and address;
• All essential qualifications and relevant professional accreditations and memberships will be verified;
• The successful candidate will be required to provide valid proof of identity (passport, ID card);
• All new hires will receive an orientation in INSO’s safeguarding policy and procedures and associated documents (Code of Conduct, Whistleblowing etc.);
• All new hires will be required to sign and abide by the Code of Conduct as a condition of employment.

How to apply:

Interested persons are requested to send the following to Відправити резюме and ensure to reference INSO Operation Manager, Kyiv in the subject line of your email by 24 April 2022.

The following documents should be in PDF format and in English:

-  Cover Letter specifying how you meet the mandatory requirements, and your motivation in (2-page maximum). 

-Up to date CV (5-page maximum). Please do not send any additional information (certificates, other writing samples, etc.) and keep the total size of your application under 2MB if possible.

Only shortlisted candidates will be contacted.