Polish Humanitarian Action (PAH) is currently looking for  Head of Operations  to provide leadership to PAH Ukraine Country Office team.  Specifically to oversee all activities  of Logistics, Finance, Human Resources and Legal departments as well as teams across field PAH offices and intervention activities within Ukraine. This position is open to Ukrainian nationals only.  

PAH operating in Ukraine since August 2014, PAH is uniquely positioned with a wide network of partners and donors to deliver humanitarian aid to the most vulnerable conflict-affected people during this crisis. PAH provides assistance to internally displaced people and the elderly and single mothers, working in the sectors of Protection, WASH, Food Security/MPCA, Shelter/NFI and MHPSS. PAH Ukraine is rapidly expanding its operations in response to the armed conflict and seeks dynamic candidates comfortable with a fast-changing environment who are eager to scale operations quickly. 

Specific objective 1: Financial Management

• Accountable for all aspects relating to finance, including budgetary and accounting elements, as well as the Country office cash flow
• Supervise the country program’s financial healthincluding cash flow, coverage of operational costs, identification of financial and procedural risks, and implementation of relevant solutions
• Ensure and validate the preparation of budgets and financial reports and is responsible for external audits
• Ensure PAH procedures are in place and followed

Specific objective 2: Human Resource Management

• Responsible for the management of the local and international teams, for the definition/updating of procedures and HR management tools in accordance with labor regulations in the country and the HR policies of PAH, and for the monitoring of risks linked to HR questions
• Collect all necessary information on local labour law and update internal regulations/work contracts accordingly
• Follow up of the HR database (leave, contracts, etc.) and statistics
• Ensure that all HR policies are understood and respected by all staff
• Validate and coordinate the recruitment process started on a national level
• Train and capacity build staff as required
• Manage and supervise the team under his/her supervision
• Conduct the Appraisal Interview of the team under his/her direct supervision

Specific objective 3: Legal compliance, Liaison and Reporting to Authorities

• Ensure legal compliance with all Ukrainian and internal PAH laws, policies, guidelines and regulations
• Close collaboration with legal team ensuring compliance and adherence to Ukrainian legislation pertaining specifically to NGO operations in Ukraine
• Take leading role to coordinate with all operational and program departments as well as HQ desks to finalize periodic and annual reporting
• Lead and oversee all reporting to authorities are submitted and clarified on time
• Direct HR department on administrative orders, visas and residencies for expats to ensure they are done on time
• Coordinate with other humanitarian agencies on government

Specific objective 4:  Logistics Management

• Ensure internal and donors’ logistic process and procedures are in place and followed up.
• Accountable for systems mitigate risks from corruption.
• Ensure legal compliance according to national law, internal and donors procedures.

Specific objective 5:  Coordination of processes

• Ensure with the Head of Program that the coordination with the program team on budget follow up and forecast is taken place regularly
• Oversee management & dissemination of all relevant financial, administrative, legal, HR, logistics information to relevant audiences within PAH and external stakeholders
• Ensure the coordination of the operational and program teams for the preparation and during the process of audits
• Attend internal coordination meetings
• Attend & represent PAH at external partner & stakeholder meetings

• Demonstrable knowledge, understanding and experience with Ukrainian legal policies & practices related to corporate business and/or international NGO operations within Ukraine
• Experience in managing multi department operations (minimum four (4) years) within difficult operating environments
• Demonstrable staff management experience including capacity building, training and facilitation skills
• Solid understanding of financial systems, including budgeting and budget analysis, and taxation and accounting practices
• Demonstrable working knowledge of logistics, HR and office administration procedures international NGO experience preferred
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• Strong results orientation with the ability to challenge & evolve existing mind-sets
• Proven ability to manage a complex and demanding workload
• Strong interpersonal and communication skills
• Strong sense of personal and professional integrity
• Bachelor’s Degree,  the required degree can be replaced with solid experience in the relevant field
• Languages: Ukrainian language fluency required (C1/C2). Professional fluency B2/C1 in spoken and written English required

• Work experience with professional and flexible international NGO, which is one of the largest NGOs in the Central-Eastern Europe,
• Opportunity to work in a dynamic and motivated team,
• Professional development within the international NGO context
• Competitive salary
• Medical insurance
• Psychological support package

If you are interested in the role, please  use “Apply Now” button below and submit your  short resume (max. 2 pages) with cover letter in English no later than November 30th, 2024. 

 Please note that only short-listed candidates will be notified. Due to the urgency to fill the post, applications will be reviewed on a rolling basis. PAH reserves the right to close the job opening before the deadline.