Country Operations Coordinator

The Role:

The Operations Coordinator will be responsible for ensuring the smooth and efficient functioning of ActionAid’s operations across Ukraine. The role will cover administrative management, human resources, logistics, and procurement. 

The role is based in Kyiv and reports to the Head of Finance and Operations. A Junior Logistics Officer reports to the Operations Coordinator, additional staff may be recruited contingent upon funding. The role works closely with the Finance Specialist, Senior Finance Officer, Senior Programme Support Officer, Head of Programmes, and the Regional Director, as well as other colleagues based in Moldova, Poland, Romania and Spain. 

Tasks and Priorities

1. Administrative Management (20%)

• Oversee office management, including facilities, equipment, and supplies.
• Oversee the management of the ActionAid Guesthouse in line with organisational policies. 
• Ensure proper documentation and record-keeping of ActionAid’s goods and assets. 
• Ensure proper documentation and record-keeping of organisational activities.
• Maintain organisational policies and ensure adherence to ActionAid’s global standards.

1. Human Resources (30%)

• Manage the hiring and firing of national staff.
• Support the contracting and onboarding of new staff. 
• Support staff appraisals, capacity development, and learning plans.
• Oversee HR policies, ensuring compliance with local labor laws and ActionAid’s internal policies, and develop, roll out, and oversee compliance with, HR SOPs.
• Manage staff contracts, benefits, and performance appraisal processes.
• Support international staff in obtaining visa, residence and working permits, and facilitate business travel support where needed.

1. Logistics and Procurement (20%)

• Manage the Logistics Officer and oversee Logistics processes at the Country-level, in close cooperation with the Finance Team 
• Ensure efficient procurement of goods and services for ActionAid office and Guesthouse, as well as for ActionAid implemented programmes, in line with procurement policies.
• Oversee the logistics of travel, transportation, and event planning for staff and partners.
• Manage vendor relationships and contracts to ensure value for money.
• Build staff capacity on, and ensure the rigorous application of ActionAid’s and donors’ logistics procedures. 

1. Liaison (20%)

• Act as the key operational liaison between ActionAid and local authorities, partners, and other stakeholders.
• Ensure smooth coordination with external service providers and regulatory bodies.
• Represent ActionAid in relevant operational and logistical forums.

1. Other Tasks (10%)

• Ensure implementation of security policies and protocols for staff safety when needed in the absense of the Security FP.
• Ensure compliance with donor and organisational regulations in all operational aspects.
• Support financial processes by ensuring proper documentation for audits and reporting.
• Support with any other tasks as required by the Head of Finance & Operations and the Regional Director.

(The responsibilities of this position are subject to change as required by the rapidly evolving context.)

Who we're looking for: 

• A solution-oriented hands on approach!
• A bachelor’s degree (master’s preferred) in a relevant discipline such business administration, finance, accounting, HR management, logistics, procurement, law or a relevant discipline. 
• At least five years of relevant experience in general administration, logistics, procurement, human resources, finance or a similar field. 
• A minimum of two years experience in working in a mid-level manager function in admin/HR/logistics position for an NGO.
• Strong knowledge of HR and operational policies and best practices, and a solid understanding of Ukrainian legislation on HR processes.
• Proficiency in logistics planning, supply chain management, and procurement.
• Ability to manage budgets and financial processes related to operations.
• Proven experience in managing, and building the capacity of, staff and local partners. 
• Proficiency in English and Ukrainian.
• Exceptional interpersonal skills: tact, patience, diplomacy, confidentiality, and appropriate assertiveness when communicating with donors and partners.
• Consultative and empowering working style and willingness to learn from others.
• In addition, we expect:

1. A strong commitment to AA’s vision, mission, and values, especially the rights-based approach and the principles of equal opportunity as outlined in ActionAid’s Code of Conduct.  
2. A strong commitment to embedding feminist leadership and ActionAid’s humanitarian signature. 
3. A strong commitment to adhering to and promoting ActionAid’s approach to Sexual Harassment, Exploitation, and Abuse and other Safeguarding concerns (including child abuse and abuse of adults at-risk)  
4. A strong understanding of and commitment to women’s rights and cultural sensitivity.  
5. A commitment to the importance of downward accountability to rights-holders and transparency in humanitarian response. 

What we offer:

ActionAid is committed to providing a welcoming, supportive workplace where we recognize a job well done, encourage close collaboration and sharing power, and where safeguarding standards and feminist leadership are exemplified everywhere. At ActionAid, you can look forward to a fair compensation package and a flexible working environment, including. 

• A workplace that embraces intersectional feminist principles 
• Generous maternity, paternity and adoption pay.
• Flexible, family-friendly working arrangements.
• Salary and conditions according to ActionAid’s salary grid for national candidates.

Contract duration: 5 months, 01/04/2025 – 31/08/2025 (there are good prospects for an extension)

How to apply:

Please send your CV and cover letter as pdfs in English (no more than 2 pages each) to Отправить резюме with the reference Ukraine – Operations Coordinator

About us: 

ActionAid is a global federation working for a world free from poverty and injustice. ActionAid’s Regional Office for Eastern Europe was established in Kyiv in 2022 and is covering projects in Ukraine, Romania, Poland, Moldova and Georgia. ActionAid works through a wide range of local partner organisations in the nexus, prioritising young people’s leadership, civil society development, women’s rights and leadership, the protection of at-risk groups and minorities, as well as humanitarian assistance.