Resident Operations Manager – Ukraine

Job Summary:

Every employee of IRI is responsible for carrying out the Mission of IRI and demonstrating the Core Values in their day-to-day operations. The Core Values, which are IRI’s foundational building blocks include:

Excellence– We believe in quality results delivered by investing in people. Freedom– We believe in exploration and experimentation to be agile and responsive. Respect- We believe in trust, empathy, and empowering people. Teamwork- We believe in diversity, inclusion, and the power of global collaboration. Transparency– We believe in open communication and clear decision-making. Accountability- We believe in personal responsibility as the foundation of success.

• The Resident Operations Manager (ROM) provides day‐to‐day oversight and management of field office operations in up to four field offices across Ukraine, to include program security, logistics, procurement and sub grants. S/he reports to the Resident Program Director (RPD) as part of the field leadership team. The ROM will be based in one of IRI’s Ukraine offices pending a feasibility and security assessment/approval.

The ROM manages IRI Ukraine administrative/operations staff, interacts with IRI Washington headquarters staff, USG funders, U.S. and host country government officials, and program grantees. Currently, IRI designates Ukraine to be an unaccompanied post and will not provide dependent allowances or any Separate Maintenance Allowance (SMA) for dependents inside the borders of Ukraine. In-country presence is required for this position.

Position Requirements:

• Undergraduate degree and 5-7 years professional experience in international development, with experience managing operational and security logistics for large-scale field-based projects, ideally in challenging international environments.
• Demonstrated experience managing and coordinating field operations in challenging conditions including:
  • Office and donor compliance/operations, including: registration, taxation and legal/financial/labor law compliance, in consultation with local staff and/or CCN’s
  • Liaising with government offices and operational suppliers
  • Coordinating staff security/transportation
  • Managing grant/contract procurement actions and resulting contracts/agreements
• Demonstrated experience in assessing security situations in challenging environments, and developing and communicating security mitigation strategies to various stakeholders including organization leadership, funders and program teams.
• Demonstrated ability to lead on USG audits and provide information on financial operations to funders and HQ.
• Demonstrated ability to manage the logistical execution of high-profile events and delegations, including transportation, lodging and visa/access requirements.
• Strong oral and written communication and presentation skills. Proven attention to detail and ability to manage detailed records.
• Demonstrated ability to effectively communicate and coordinate with various stakeholders, including DC-based leadership, USAID, other international missions, host governments, other project implementers and national partners.
• Ability to work independently and as a member of a team to coordinate and lead the efforts of other professionals to effectively meet program and operational needs.
• Experience pro-actively anticipating, identifying and analyzing complex problems and developing creative solutions.
• Experience with contract and subgrant management, especially compliance with internal and USG regulations on competition, administration and oversight.
• Willingness to travel and live in a challenging political environment abroad. Previous experience in a field-based position in a similar environment strongly preferred.
• Ukrainian language ability desirable but not required.

Primary Functions & Responsibilities:

• Serves as primary point of contact between field operations in-country and HQ. Regularly communicates with IRI leadership and HQ program team on in-country operations.
• Establishes and staffs three new operational hubs in addition to already-existing office in Kyiv; oversees staff management in listed locations; travels to and manages personnel in said hubs.
• Manages and oversees all operations related to the IRI field presence, including logistical, security, access, human resources and compliance tasks, ensures all operations are in compliance with Ukrainian laws, IRI policies and donor regulations. In consultation with local staff, will manage relations with government institutions related to registration and access, and contractual service providers. Manages and monitors key dates, such as registration and visa renewals, and takes proactive steps to ensure related tasks are completed in a timely manner.
• Monitors and manages expenses using institutional financial platform. Manages and oversees financial records to ensure compliance in preparation for future audits and funder requests.
• Oversees audit procedures including compiling financial information from multi-year grants, organizes and communicates all information for the HQ-based Finance Department.
• Monitors, analyzes and reports on political/security-related developments in Ukraine to provide insight and advice to IRI’s Director of Security to support the evolution and maintenance of the Ukraine Field Office Security Plan. Collaborates with Director of Security and IRI Global Security Team on in-country security plan and updates plan as needed. Serves as point of contact for IRI’s in-country security provider and security-related information sharing networks.
• Oversees staff movements in-country and internationally; coordinates required travel authorizations and security measures. Liaises with IRI’s Director of Security regarding security profile, maintaining an updated Field Office Security Plan and providing training to staff as needed. Oversees the logistical and operational execution of assigned program activities.
• Supervises assigned national staff, including participating in the hiring, professional development and evaluation process for these staff. Sets specific goals and provides ongoing performance feedback.
• Adapts office functions to challenging wartime environment; monitors office material needs such as power banks.
• Provides information and contributes to sections of quarterly, semi-annual, final and other relevant reports for donors.
• Performs other duties as assigned.

Qualifications

Education

Required

Bachelors or better in Political Science or related field.

Experience

Required

5-7 years:

Undergraduate degree and 5-7 years professional experience in international development, with experience managing operational and security logistics for large-scale field-based projects, ideally in challenging international environments. Demonstrated experience managing and coordinating field operations in challenging conditions