Координатор/ка з операційної діяльності / Operations Coordinator

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department / Team

Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation. 

The Position

Operations Coordinator in Odesa is responsible for enabling excellence in operations functions in Odesa and Mykolaiv and in coordination with other Mercy Corps offices. This role reports directly to the Operations Lead – Ukraine Response. Operations Coordinator shall oversee the successful management of administration, assets management, fleet management and logistics management functions in Odesa and Mykolaiv offices in coordination with other MC Ukraine Response offices.

Essential Responsibilities

Strategy and Vision

• Responsible for the daily operations in the Odesa and Mykolaiv offices, guesthouses, warehouses 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 Odesa and Mykolaiv 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

• Maintain productive relationships with all stakeholders, vendors, suppliers, etc.
• Support 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 Odesa and Mykolaiv as needed as agreed by the Operations Lead.
• Facilities and Office Management.
• Ensure Odesa and Mykolaiv 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.
• 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 Odesa and Mykolaiv offices.
• Coordinate 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 Odesa and Mykolaiv.
• Oversee all country travel arrangements, including bookings, accommodations, visas, and ticketing for Mercy Corps staff and guests, in close coordination with Fleet Dispatcher, and Poland Operations Coordinator.

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; and other duties as assigned.
• Overseeing purchase of office supplies and all other office requirements.
• Conduct themself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

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.

Supervisory Responsibility

Administrative /Logistics Officer, Administrative/Logistics Assistant, Administrative Assistant, Drivers

Accountability

Reports Directly To: Operations Lead

Accountability to Participants and Stakeholders

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

Minimum Qualification & Transferable Skills

• A University degree in management, business development or other closely related field.
• A minimum of 5-7 years overall working experience; experience of working with an international humanitarian/development organization is also an asset.
• Excellent computer skills are required. Proficiency in Microsoft Office programs.
• Experience of effective management of teams/people.
• Experience in support of capacity building of the team members.
• Effective communication skills: able to work in person and remotely with geographically dispersed and culturally distinct teams; presentation and reporting skills.
• Must be an independent thinker and have strong organizational skills.
• Knowledge of humanitarian principles.
• Fluency in English and Ukrainian is required.
• Ability to work under pressure and meet hard deadlines.

Success Factors

The successful Operations Coordinator will be good at coordinating admin tasks 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 and training capacity while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

Please, apply: Operations Coordinator (Odesa) | Mercy Corps Ukraine (ultipro.com)