Deputy Team Leader- Operations / Заступник/ця керівника з операційних питань

Position: Deputy Team Leader- Operations (DTL)
Location: Kyiv, Ukraine
Supervisor: Team Leader (U-RESTORE Ukraine)

Context: U-RESTORE is a five-year initiative funded by Global Affairs Canada (GAG) and implemented by Cowater International in partnership with Ukrainian civil society and academic institutions. The project seeks to enhance the resilience of local communities, particularly women and groups in vulnerable situations, in 12 hromadas across two oblasts in government-controlled areas of Ukraine by fostering a collaborative and transparent local recovery process. U-RESTORE will increase the effectiveness of national ministries and hromadas in coordinating and managing gender-responsive and inclusive recovery, while strengthening Ukrainian civil society to better support recovery and hold government accountable. The Project will work with civil society organizations, especially those representing women and groups in vulnerable situations, to influence recovery decision-making in hromadas and foster inclusive and transparent governance. It will also implement social infrastructure reconstruction and small-scale economic development projects responding to priority community needs.

Description of Position: The DTL/Operations Manager (DTL-O) will oversee U-RESTORE’s operations, including all financial, logistics, HR, procurement, and administrative functions, under the direct supervision of the Team Leader, ensuring strong coordination between functions across the U-RESTORE project and the wider company. The DTL-O will supervise the operations team, including the Finance Manager, the Administration & Procurement Manager, and the HR Specialist, ensuring effective oversight and management of all functions. DTL-O will be part of the project’s senior management team and will work closely with the DTL-Programs. Some of the positions/services overseen may be shared with other Cowater projects to achieve synergies and efficiencies.

Responsibilities:

Human Resource and Team Management

• Ensure the overall mobilization, management and supervision of the operations team
• Oversee effective overall human resource management for the project, including the development of HR procedures, support to recruitment processes, establishment of employment and consulting contracts, and for managing payroll and benefits, with the support of relevant staff in the operations team;
• Ensure the full implementation of the duty of care obligations of the project towards its staff in coordination with the Security Manager.

Financial Management and Accounting:

• Oversee the development and implementation of robust financial management procedures in alignment with GAG and Cowater International procedures;
• Ensure robust accounting and cost control procedures in the field through development of key operational documents, including a Project Financial Management Manual;
• Ensure the production and accuracy of monthly financial reports and the submission of all necessary supporting documents as per GAC and Cowater policies and procedures;
• Ensure the timely request of advances from Cowater HQ, and oversee the payment of salaries and invoices overall.
• Oversee monthly reconciliation of project expenditures and submission of supporting documentation, including the preparation of financial statements necessary for annual audits in compliance with local laws and regulations;
• Oversee preparation and maintenance of project asset register and procurement; and
• Supervise accounting functions, review and approve payments and procurement, with the support of the Finance Manager, Compliance Manager and Finance Officer at Cowater HQ.

Management and Administration: 

• Provide high-level strategic leadership and oversight to project Operations, ensuring Procurement, Granting, and Construction processes align with the program’s design, Government Priorities and GAC guidelines and regulations;
• Provide operational guidance and strategic advice on contractual requirements, policies, procedures, and program performance management systems;
• Lead operational aspects of the establishment of the project office in Kyiv and regional offices, office leases, procurement of office equipment, furniture, and ensure the proper utilization, security and maintenance of office facilities;
• Oversee the management of the project’s fleet of vehicles and overall logistics with the support of the operations team and Security Manager;
• Prepare and regularly update, in consultation with the CowaterHQ, appropriate policies and procedures to facilitate the administration of the offices.

Procurement and Construction:

• Oversee development and implementation of an effective Procurement Process, well-tailored to the Ukrainian context, and informed by Global Affairs Canada and Cowater’s norms and procedures; and
• Develop and implement specific guidelines and procedures ensuring the effective procurement and implementation of U-Restore construction activities with adequate monitoring and quality control at each critical step toward their full delivery.

 Communications and Relationships 

• Ensure effective communication and coordination between the Operation and Program teams as well as implementation partners, sub-contractors, and key Cowater HQ staff;
• Maintain effective and efficient communications systems between the program and Cowater HQ and sub-contractors, including systems for quality control, document transmission, and circulation; and
• Liaise with various stakeholders and organizations, as well as with donors, to create synergies.

Audit and Quality Control: 

• Institute and manage, in coordination with the Project Manager and Project Financial Officer at CowaterHQ, a relevant audit and quality control system to track and enforce the application of administrative and financial procedures and standards throughout the project;
• Cooperate fully with GAC’s external monitor and provide all necessary assistance during site visits.

Requirements

Education:

Advanced (post-graduate) degree in a relevant discipline such as business administration, economics, finance, project management, engineering, or applied science.

Minimum Experience:

• At least 10 years of financial and operational oversight experience, including for large-scale, multiyear donor-funded projects;
• Prior experience implementing/managing operations and finance for international development, humanitarian assistance,  governance, stabilization or reconstruction projects in Ukraine, specific experience with Global Affairs Canada-funded project an asset;
• The candidate should have demonstrable experience in the following key functions:
  • Developing Financial and Administrative policies and procedures and ensuring compliance with local laws and donor requirements.
  • Overseeing preparation of key project reporting including but not limited to Operating Procedures Manuals, Procurement Plans, Work Plans, Annual Reporting.
  • Preparing and validating financial reporting together with Financial Officer(s) for approval by TL prior to submission to donor.  
  • Ensuring the effective management of resources and internal monitoring of project progress and results.
  • Maintaining a register of operational and project-level risks as they arise.

Language Proficiency:

Candidates must possess an advanced professional proficiency in English and Ukrainian.

Employment Conditions:

The ideal candidate will be a Ukrainian national already living in/based in Kyiv or in Ukraine.

Application Process

Candidates are encouraged to apply as soon as possible. For your application to be considered, please upload your documents as followed: Candidate Last Name, First Name, date, Title of the Position. Email – [email protected]. 

We are dedicated to fostering an inclusive and diverse workplace. We particularly welcome and encourage applications from women, individuals from diverse backgrounds and diverse identities, and Ukrainian nationals to apply.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.

We thank all applicants, however only those shortlisted will be contacted.

About Us

Cowater International is a leading global development consulting company founded in 1985. Headquartered in Ottawa, Canada and with corporate hubs in Montreal, Canada, Brussels, Belgium, and London UK. Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017.

We thank you for your interest in building a better tomorrow.