Operations manager

Workplace: Available in Kyiv or Poltava

The Operations Manager is a senior management position responsible for ensuring the efficient financial, administrative, procurement, logistics, and operational management of AVSI Foundation Ukraine. The position serves as the primary focal point for communication and coordination with AVSI Headquarters Administration and Finance Units and ensures compliance with donor, AVSI, and Ukrainian legal requirements.

The Operations Manager supports strategic decision-making through financial planning, budgeting, risk management, and operational oversight while ensuring that project implementation is adequately supported through effective financial and logistical systems.

Key Responsibilities

Financial Management and Planning

• Lead the preparation and consolidation of project financial reports in accordance with donor and AVSI Headquarters requirements.
• Ensure timely and accurate financial reporting for all projects and organizational operations.
• Develop and maintain organizational cash flow forecasts and financial planning tools.
• Support annual budgeting processes and project budget development.
• Monitor budget utilization and expenditure trends, providing recommendations for corrective action where necessary.
• Review financial performance against approved budgets and donor agreements.
• Coordinate monthly financial reviews with project managers and senior management.
• Support grant financial management throughout the project cycle.

Headquarters Coordination

• Serve as the primary focal point for communication with AVSI Headquarters Administration and Finance Departments.
• Ensure timely submission of financial documentation, reports, forecasts, and supporting information requested by Headquarters.
• Facilitate implementation of HQ policies, procedures, and operational guidance.
• Coordinate responses to HQ financial and administrative inquiries.
• Support organizational compliance with AVSI global standards and procedures.

Audit and Compliance

• Lead preparations for internal and external audits.
• Ensure proper maintenance of financial, procurement, logistics, and administrative documentation.
• Coordinate audit processes and provide required documentation to auditors.
• Monitor implementation of audit recommendations and corrective action plans.
• Ensure compliance with donor regulations, AVSI policies, and Ukrainian legislation.
• Identify operational and financial risks and propose mitigation measures.

Partner Financial Monitoring

• Develop annual plans for financial monitoring of implementing partners.
• Conduct partner financial capacity assessments as required.
• Review partner financial reports and supporting documentation.
• Coordinate financial monitoring visits and spot checks.
• Provide guidance and capacity strengthening support to partners on financial management and compliance requirements.
• Ensure partner expenditures comply with donor and AVSI regulations.

Procurement and Logistics Management

• Lead annual and project-specific procurement planning processes.
• Ensure procurement activities are conducted in accordance with AVSI procedures, donor requirements, and Ukrainian regulations.
• Supervise tendering, contracting, vendor management, and procurement tracking processes.
• Oversee inventory, asset management, warehousing, and fleet management systems.
• Ensure timely delivery of goods and services to support project implementation.
• Monitor procurement performance and identify opportunities for efficiency improvements.

Team Management and Leadership

• Directly supervise the Finance Department, Logistics & Procurement Department, and Office Coordinator.
• Establish clear performance objectives and monitor staff performance.
• Provide coaching, mentoring, and professional development opportunities.
• Promote effective collaboration between operations and program teams.

Support workforce planning and organizational development initiatives

Operational Management

• Ensure efficient functioning of administrative and operational systems.
• Develop and improve operational policies, procedures, and internal controls.
• Support strategic planning and organizational growth.
• Participate in Senior Management Team meetings and contribute to organizational decision-making.
• Provide regular operational updates and recommendations to the Country Director.

Required Qualifications

Education

• Master’s degree in Finance, Accounting, Business Administration, Economics, Management, or related field.
• Professional certifications in finance, accounting, procurement, or project management are an asset.

Professional Experience

• Minimum 3 years of progressively responsible experience in finance, operations, administration, or grant management.
• Minimum 3 years of management experience supervising multidisciplinary teams.
• Experience working with international NGOs or humanitarian/development organizations is strongly preferred.
• Experience managing donor-funded projects and grants.
• Demonstrated experience preparing financial reports and coordinating audits.

Technical Skills

• Strong financial planning, budgeting, and financial analysis skills.
• Excellent knowledge of procurement and logistics management processes.
• Experience in partner financial monitoring and compliance oversight.
• Strong understanding of internal controls and risk management.
• Advanced proficiency in Microsoft Excel and Microsoft Office Suite.
• Experience with ERP and accounting systems.

Desirable

• Strong working knowledge of Microsoft Dynamics 365 Business Central.
• Experience using BAS accounting systems.
• Familiarity with donor regulations and compliance requirements.

Languages

Required

• Fluent Ukrainian (written and spoken).
• Fluent English (written and spoken).

Preferred

• Knowledge of Italian is considered an asset.

Core Competencies

• Strategic Thinking
• Leadership and Team Management
• Financial Acumen
• Planning and Organization
• Problem Solving and Decision Making
• Communication and Negotiation Skills
• Attention to Detail
• Integrity and Accountability
• Results Orientation
• Ability to Work Under Pressure

Contract Type

Full-time position with an initial probation period in accordance with AVSI Foundation Ukraine policies and Ukrainian labor legislation.