Координатор/ка з операційної діяльності (Operations Coordinator)

Length of contract:  until 31 March 2026 with possibility of extension

Location of position: Dnipro or Kharkiv or Mykolaiv or Odesa

FHI 360 is a US-based NGO dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions.  FHI 360’s Crisis Response team is responding to the humanitarian emergency in Ukraine through an integrated health, protection, MHPSS, and WASH program focused on decreasing morbidity and mortality among the conflict-affected population.  For more details, visit our website: www.fhi360.org   

Job Summary: 

The Operations Coordinator (national staff only), under the supervision of the Deputy Response Coordinator, manages the logistics and administration teams at the country office level.  As the technical focal point for operations, the incumbent will provide guidance and support, in partnership with the Field Coordinators, to the field office logistics and administration staff.  The Operations Coordinator will fill a critical role on the leadership team in country overseeing operations staff and activities supporting project delivery in resource-scarce and highly insecure environments. Drawing from home office guidance, the position will be responsible for adhering to and standardizing operations and ensuring support services are responsive to the needs of the program. The Operations Coordinator will collaborate with colleagues across departments to identify system needs, process bottlenecks, and to develop unique solutions to enable more timely, efficient, and accountable operations. In addition, s/he will support preparedness planning, developing instructional material, facilitating training, and coaching and mentoring staff. 

Accountabilities: 

• Responsible for on-site humanitarian response including management of logistics (fleet, procurement, inventory/asset), administration, external representation, and transition planning. 

• Manage and mentor field staff in logistics, administration, field management, and other functions to create a strong foundation for emergency programming. 

• Participate in the development of response strategies in collaboration with technical/program leads, as well as Regional and Country management teams as appropriate. 

• In collaboration with Field Coordinators, support field assessments of operational needs and start-up of operational structures in new areas. 

• Participate in design and resourcing (people and funds) of new programming that meet near and longer-term program objectives of the affected community in Ukraine. 

• Oversee and ensure compliance with FHI 360 policy, procedures and practices, especially with regard to purchasing, asset, and property management; recommend country or emergency specific policy/procedures as required. 

• Support with  the annual review of  the Operations Manual for the Ukraine platform.  Build awareness of its contents through training/refresher training on FHI 360 and Ukraine-specific logistics and travel processes and procedures, and update sections with content owners. 

• Enhance standard protocols for essential logistics processes are implemented, including procurement, warehouse, assets management, and commodity dispatch. Special emphasis to be placed on pharmaceutical and medical equipment supply-chain. 

• Ensure adherence to country importation and customs regulations and relevant context specific protocols. 

• Review the asset and inventory registries in country, including equipment allocation, maintenance, and disposal of assets in accordance with FHI 360 and donor regulations. Ensure a physical count of assets is conducted annually. 

• In coordination with other departments, support regular procurement planning of program and other operational departments. 

• Identify and ensure proper management and maintenance of facilities, including office, residence, warehousing, and other critical infrastructure needs, as well as high-value operational equipment (generators) and review transportation requirements / assets. 

• Manage operations budgets, reviewing monthly expenses for operations departments and providing inputs for accurate forecasting and pipeline analysis 

• Review/approve purchase requests for operations departments in line with project budgets, appropriate for the program, and driven by operations needs. 

• Consult with the Deputy Response Coordinator and HQ to troubleshoot issues and make recommendations for corrective actions. Advocate for the required support to the country office and maintain regular contract with HQ counterparts such as Logistics Specialist/ Global Procurement Department, IT and other HQ backstops. 

• Supervise personnel and focus on capacity building of staff, especially department managers. Provide leadership and team building 

 Applied Knowledge & Skills: 

• Knowledge and application of Core Humanitarian Standards (CHS) and Sphere standards and Red Cross/NGO Code of Conduct. 

• Experience working with US government funding and proficient in USG regulations, including 2 CFR 200 

• Experience with UN funding, FCDO, and private foundation funding preferred. 

• Demonstrated experience in supporting multi-sector project management and implementation.  

• Demonstrated work planning and scheduling, staff development and capacity building experience.  

• Demonstrated experience in leading and running an operations department in complex projects that are strategic in nature and national/international in scope.

• Must be able to read, write, and speak proficiently in Ukrainian and English 

Problem Solving & Impact: 

• Works on problems of diverse scope that require analysis or interpretation of various factors. Exercises judgment within selecting methods and techniques to determine appropriate action. Builds productive working relationships with internal and external staff. 

• Decision may affect a work unit or area within a department.  

• Receives methods and procedures on new projects and assignments. Provides guidance to other lower level personnel. 

• Reports to the Deputy Response Coordinator. 

• Engages regularly with the Program Coordinator, Field Coordinators, and Finance 

• Supervises the Logistics and Procurement Manager and Administration Manager 

Education: 

• Bachelor Degree or its International Equivalent in – Human Resource Management, Business Administration, Human Development, Information Science, International Development, Social Sciences, Supply Chain, Logistics, Engineering or Related Field 

• Master or other advanced degree preferred. 

• Certification and/or Degree in humanitarian logistics or humanitarian medical supply chain preferred. 

• Certificate in project management preferred 

Experience: 

• Progressive and significant experience 5-8 years in humanitarian programs and/or emergency repose, mainly in integrated health projects; including 5+ years of management experience in an NGO environment, with at least 3 years of significant field operations experience running emergency and/or early recovery programming.  

• Experience working in high-risk conflict affected areas required. 

• Experience establishing startup operations and closing out operations 

• Familiarity with area based management operational structure  

• Proficiency with database management software and on-line search tools required. 

• Sensitivity to cultural diversity and understanding of the political, contextual, and ethical issues in assigned areas. 

• Articulate, professional, and able to communicate in a clear, positive fashion with clients and staff. 

• Prior work experience in a non-governmental organization (NGO), government agency, or private company of progressive program management experience in humanitarian assistance or related industry experience in a relevant technical area. 

• Ability to cope with stressful situations and work with limited resources. 

Typical Physical Demands: 

• Typical office environment. 

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard. 

• Ability to sit and stand for extended periods of time. 

• Ability to lift 5-50 lbs. 

Technology to be Used: 

• Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, e-mail), office telephone, cell phone and printer/copier. 

Travel Requirements: 

• Greater than 25% 

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time. management skills.  

Please apply via the link above on the vacancy website or email your CV and Cover letter to [email protected] with “Operations Coordinator-preferred location” in the subject line.  

Only applications submitted in English will be considered. 

Candidates with disabilities are encouraged to apply.