Operations Manager

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

Mercy Corps has been responding to the emergency in Ukraine since the start of the full-scale war in February 2022. We are providing emergency cash assistance to refugees in neighboring countries and people displaced inside Ukraine so they can meet their basic survival needs. We also fund local organizations that know their community best and are working quickly to address their most urgent needs.

General Position Summary

The Operations Manager in Dnipro is responsible for enabling excellence in operations functions in Dnipro and in coordination with other Mercy Corps offices. This role reports directly to the Operations Lead — Ukraine Response. The Operations Manager in Dnipro will ensure that systems are in place and followed to provide efficiency and that good communications to enable all Mercy Corps staff to understand these systems and work cooperatively with others. The Operations Manager in Dnipro shall also oversee the successful management of administration, fleet management and logistics management functions for the Dnipro office in coordination with Kyiv, L’viv, Mykolaiv, Odesa and other offices. S/he will work with in- country resources and with technical assistance from the Global Procurement and Logistics unit to ensure that the Ukraine Response remains a data-driven, forward-thinking and innovative operation among Mercy Corps global portfolio. This role will play an important role in the resumption of Mercy Corps presence in Ukraine and the start-up to program activities and representation in Dnipro. S/he will be a critical part of our security planning and risk mitigation for the immediate term.

Essential Job Responsibilities

Strategy and Vision

• Responsible for the daily operations in the Dnipro office, guesthouses, warehouse and other Mercy Corps locations to a standard where program operations are supported with efficiency and professionalism.
• Support the Operations Lead to ensure that overall operations structure reflects the best practices of the agency.

• Coordinate with program teams in Dnipro on a daily basis so that appropriate support is given for program implementation, coordination amongst departments and that supervision of activities can occur.
• Contribute to the country strategic planning process with regular updates both formal and informal.

Representation

• Interface with relevant government authorities responsible for International NGO’s as directed by the Operations Lead;

• Lead on the management for the application of international team member visas, residencies, and work permits, as required;
• Maintain productive relationships with all stakeholders, vendors, suppliers;
• Support hub Operations team members in maintaining productive relationships with all stakeholders, vendors, suppliers, etc.;
• Participate in the external working groups, cluster system and other operational coordinating bodies in Dnipro as needed as agreed by the Operations Lead.

Facilities and Office Management

• Ensure Dnipro facilities and office management policies and procedures are implemented as described in the Field Facilities and Office Management Manual.
• Oversee set-up and development of Mercy Corps offices including drafting and reviewing contracts for office and housing space, leasehold improvements, and IT.
• Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
• Be responsible for any necessary expatriate visa, travel, and work permits.
• Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with law and Mercy Corps/donor policies.
• Responsible for Ensuring optimum utilization of resources including operations budgets.
• Ensuring full compliance as per the standard operating process, policies in operations.

Logistics

• Oversee the fleet management system and ensure systems to track maintenance, fuel usage and vehicle scheduling.
• Establish and maintain pipeline of supplies, overseeing the logistical aspects of the operation; oversee NFI, commodity storage and movements as needed.
• Liaise with finance to ensure compliance and payment schedules; maintain service contracts for the Dnipro office.
• Manage logistical (non-program) aspects of material aid projects and associated shipments; manage importation and customs clearance elements. Oversee equipment registration, licensing, and insurance, etc.
• Maintain inventory records of materials and materials flow; oversee tracking of all assets in Dnipro.

Other Responsibilities

• Ensure functional IT systems within country program offices, with the IT and Information Security actors;
• Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with country law and Mercy Corps/donor policies;
• Conduct himself/herself both professionally and personally in such manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
• Where required or requested, provide additional Administrative or Operational support to other areas of the Ukraine response;
• Other duties as assigned.

Risk Management

• With the Operations Lead, support departmental risk identification and mitigation actions which align with organizational and regional risk-management initiatives;
• Provide input including operational risk analysis and recommendations to the Operations and Finance Leads related to Operations spending and effectiveness of in-country reporting and planning systems;
• Coordinate closely with the Security Management Team on a systematic approach to identifying security threats and risk mitigation. In particular, journey management, facilities preparedness and reporting.

Compliance Management

• Work with Finance and Ethics/Assurance actors compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities;
• Ensure adherence to Mercy Corps administrative procedures in supporting program staff.
• Play an active role in supporting Operations departments in preparing internal and external audits, ensuring that recommendations related to operations are followed and all necessary measures to address audit findings are taken.

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountabilities: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility: Administrative Officer, Senior Logistics Officer, Translator, Drivers.

Reports Directly To: Operations Lead

Works Directly With: Country Leadership, Program Departments, Finance actors in Ukraine, IT/Information and Security team

Accountability: Accountable to Mercy Corps Procurement Policy and Procedures. Maintains accurate electronic and hardcopy files of procurement file and other relevant files.

Minimum Qualification & Transferable Skills

• Relevant degree in a relevant field.
• A minimum of 3 field experience in Operations management.
• Demonstrated attention to detail, following procedures, meeting deadlines and working and problem solving independently and cooperatively.
• Excellent negotiation and representation skills.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Excellent oral and written Ukrainian and English skills Russian language skills are considered an asset.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

Success Factors

The successful Operations Manager will be good at problem solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. They will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Safeguarding & Ethics

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our stakeholders and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Only pre-selected candidates will be contacted for an interview.

People with disabilities and veteran status are welcome to apply.

Please, apply; Operations Manager (Dnipro) | Mercy Corps Ukraine (ultipro.com)