Roster Vacancy / HEAD of SUB OFFICE / DEPUTY HEAD OF ADMINISTRATIVE AND PROGRAM ACTIVITIES in Premiere Urgence Internationale

Premier Urzhans International (PUI) is a non-profit, non-political and non-religious humanitarian NGO organization PUI started humanitarian activities in Ukraine in February 2015 with the aim of restoring and ensuring access to primary health care services for the local population and internally displaced persons affected by the armed conflict and improving living conditions by providing for their basic needs.< /p>

City of work: Dnipro

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Under the leadership of the Head of administrative and program activities and by delegating their powers, The Deputy Head of Administrative and Program Activities bears overall responsibility for the proper operational management and management of the activities of the PUI in the Donetsk region, within its geographical area of ​​activity in Donetsk. The deputy head of administrative and program activities also monitors the situation to ensure the relevance of programs and their compliance with priority needs. In this position, he/she is also responsible for representing PUI in Donetsk region at the local level, including at coordination events with other institutions, as well as for ensuring direct communication between the field coordinator, the team and the national team.  He/she is also responsible for managing the office, fleet and staff in the region. In addition, the Deputy Chief of Administrative and Program Activities is responsible for security in his geographic area and ensures all security measures, including contingency plans and standard operating procedures.

TASK AND DUTIES

• Deputy head of administration - program activity is responsible for the timely implementation of the complex of PUI programs in its geographical area of ​​activity (Donetsk region).
• With the support of Program Managers and the field coordinator, he/she bears overall responsibility for the proper implementation of programs and their uninterrupted work in the Donetsk region.
• He/she also heads the authority of the field coordinator for the protection and safety of property and people under the responsibility of the PUI in the places of intervention in the Donetsk region.
• The deputy head of administrative and program activities is responsible for the development of programs and operational implementation in Donetsk region, in accordance with the strategic plan of PUI in the country and in cooperation with program and operational technical coordinators.
• The deputy head of administrative and program activities, as a member of the base management team, contributes to the fulfillment of the goals and objectives of the Dnipro base of the PUI in the country, performingand other tasks as required and/or at the direction of the field coordinator.
• Contextual analysis and participation in the implementation of the partnership strategy: Participates in the contextual analysis of the region(s) in which the base interventions are carried out, research of new locations, provides suggestions for potential projects for the base in terms of identified gaps in humanitarian assistance.
• Provides support to the program department in communication and collaboration with external stakeholders: Responsible for establishing and maintaining communication and cooperation with external stakeholders at the regional level, proper document flow regarding the implementation of measures in coordination with the program team, ensuring the collection of documents from external entities, as well as proper archiving.
• Internal and external coordination: Actively participates in internal service mapping and provides support to the program department in the compilation of the referral map, paying particular attention to organizations of civil society. And also liaises with several organizations including local authorities.
• Communication and interaction with local authorities at the base level: Provides support to base management and the program department in establishing and maintaining contacts with local authorities authorities at the level of the oblast, district and community, provides support during external meetings, participates in the collection of data on the achievements of PUI activities in the territories where it is carried out intervention.

Specific goals and related activities

1. Participate in contextual analysis at the base level, identification of gaps in the provision of humanitarian aid and potential areas of intervention

• Participate in the development of an operational strategy for level base, identification of gaps in the provision of humanitarian aid, potential partners for future projects;
• Participates in finding new locations for events;
• Responsible for establishing contacts with local authorities, and proper further work with them;
• Ensures the relevance and timeliness of data and information that the PUI provides to external stakeholders;
• Responsible for collecting feedback on PUI activities from local stakeholders;
• Monitors development of humanitarian support provided by local entities in the territories where the base's interventions are carried out.

2.  Ensure the safety of property and people working in business unit:

• He/she ensures that the security plan for the business unit is up-to-date and that everyone knows and understands it (both international and national employees). He/she shall update security plans in the event of emergency situations such as shelling, attacks or changes in the security context.
• Ensures the collection of data on the security of his/her area of ​​operation, conducts analysis and provides to his/her immediate supervisor on a regular basis or, if necessary, on an urgent basis.
• He/she controls that the material and human resources at his/her disposal are sufficient forensuring optimal security of teams, materials and beneficiaries.
• In the event of a security incident (whether it occurred or was avoided), he/she ensures immediate communication of information to his/her immediate manager and reports on it in accordance with the instructions of the PUI.
• He/she is responsible for writing an incident report, which must be immediately sent to his/her immediate supervisor to the manager.
• He/she is responsible for monitoring the work of the security and communications employee. He/she ensures that this employee has all the necessary tools to establish and maintain good relations with local administrative authorities and security services.

3. Internal and external coordination and representation

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• He/she collects, analyzes and disseminates internally relevant information about the humanitarian context, identified needs, public policy and stakeholder activities to inform program planning and adoption decisions;
• He/she provides support to the members of the program department during external meetings and, if necessary, replaces the relevant colleagues in meetings with Clusters if they are absent;
• Takes an active part in the meeting and presentation of information for internal mapping of services;
• He/she provides support to the program department of the base in drawing up a map of diversions, focusing on civil society organizations;

4 . Communication and interaction with local authorities at the oblast level

• He/she provides support to the base management and the program department in establishing and maintaining contacts with local authorities at the oblast, district levels and at the community level, as well as in the implementation of further actions;
• Provides support to the management of the base during meetings with local authorities;
• Takes an active part in collecting data on activities and achievements PUI in the territories where the intervention is carried out and in further work with local authorities, if necessary;

5. Providing logistical, administrative and financial support to the base

• With the support of the logistics department at the base, he/she ensures the needs of the structural unit (support, programming) and communicates these needs to the Administrative Manager on a monthly basis, while ensuring compliance with internal and donor procedures, as well as ensuring commitments are in line with available budget.
• Ensures the equipment of the office and the availability of the minimum infrastructure (office and residential premises, shops, a pharmacy and places to sleep), necessary for the performance of work and accommodation of teams, in optimal security conditions.
• Responsible for cost optimization; uses budgetary control for this purpose; ensures sufficient financial resources for the operation of the base.
• Regarding budget monitoring, he/she participates in team analysis (together with the technical manager, administrative activities manager and logistics manager) and is responsible for identifying anomalies and introducing suggestions to his bdirect manager and financial coordinator regarding their adjustment.
• He/she ensures compliance with the accounting processes in the administration department, in the structured division and reports to the manager of administrative activities according to the agreed schedule.
• Together with the manager of administrative activities, he/she ensures the functioning of the internal supervision system in the structural division.
• Ensures compliance with the procedures for fulfilling expenditure obligations and participates in the process of approving purchase orders.

QUALIFICATION REQUIREMENTS

Education: 

• Education in the specialty "Political Science", "Administrative Management", or a related specialty. 
• Humanitarian values ​​and Humanitarian negotiations - mandatory

Experience works: 

• Minimum 2 years of work in the non-governmental sector

Preferably:

• Experience of working with PUI
• Experience of working with international non-governmental organizations 
• Experience in logistics
• Experience in project management

Knowledge of languages: fluent Ukrainian and high level of English. 

Knowledge and Skills: 

• Excellent writing skills 
• Excellent communication skills

Preferably: 

• Ability and interest to learn and adapt 

PC Proficiency: 

• Proficient knowledge of the Microsoft Office suite (with a focus on Excel and Word).

Necessary personal characteristics (joining the team, matching the position and tasks)

• Ability to work independently, take initiative and take responsibility in a proactive approach 
• Motivated, flexible and adaptable to the needs of the team and organization 
• Strong adherence to humanitarian principles 
• Stress resistance 
• Diplomacy and openness 
• Good analytical skills
• Organized and able to manage priorities and a diverse workload 
• Ability to guarantee efficient and timely results 
• The ability to solve problems and the presence of leadership qualities 
• Ability to work and manage professionally and maturely 
• The ability to integrate into the local environment, taking into account its political, economic and historical features

TERMS

Applicants who pass the selection will be placed on a list of pre-approved candidates for possible consideration for future PUI vacancies.

Working days: Monday to Friday

• Interested candidates should submit their resume in English. 
• The test and interview will also be exclusively in English.
• PUI reserves the right to conduct interviews with candidates on an ongoing basis.

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Premiere Urgence Internationale (PUI) is a non-profit, non-political and non-religious humanitarian NGO. PUI started humanitarian intervention in Ukraine in February 2015. The mission's objectives are to improve or restore equitable access to primary health care for the local and displaced population affected by the military conflict and to improve their living conditions by covering their fundamental needs.

Place of work - Dnipro

GENERAL OBJECTIVE

Under the supervision of the Field Coordinator, and through delegation of his/her authority, the Head of sub office has the overall responsibility for the proper operational management and direction of PUI's activities in Donetsk Oblast, in his/her geographical area of ​​intervention in Donetsk. The Head of sub Office also monitors the context to ensure programming is relevant and responsive to priority needs. In this capacity, S/He is also responsible for representing PUI in Donetsk region at the field level, including in coordination fora with other agencies, and for providing the direct link in communications between the Field coordinator, Team and the Country team. 

S/he is also responsible of the office management, fleet, staffs in the Region.

Lastly, the Head of sub office provides security management of his geographical area and ensures all safety and security measures, including contingency plans and standard operating procedures.

TASKS AND DUTIES

• The Head of sub office has responsibility for the overall timely delivery of PUI's programs portfolio in his/her geographical areas of operations (Donetsk Region). 
• With the support of the Program managers and Field Coordinator, s/he has overall responsibility for proper delivery of programs and the smooth running of support services in Donetsk Oblast. 

• S/He also has the delegationation of the Field coordinator for the safety and security of good and people under the responsibility of PUI in the areas of intervention in Donetsk Oblast. 
• The Head of sub office is at the source of program development and operational positioning in Donetsk area, in line with PUI country strategy and in conjunction with programmatic and operational technical coordinators. 
• The Head of sub office, as a member of the Base Management Team contributes to the fulfilment of the aims and objectives of PUI’s Dnipro Base in the country through other tasks as required and/or directed by the Field Coordinator.
• Context analysis and participation in the implementation of the partnerships strategy: S/he participates in the context analysis of region(s) of base areas of interventions, explorations of the new locations, provides his / her inputs for the potential projects for the base in terms of identified gaps of humanitarian aid provision.
• Support to the program team in communication and collaboration with external stakeholders: S/he responsible for establishing and maintaining communication and collaboration with external stakeholders on oblast level, proper documents flow of activities implementation in coordination with program team, liaising the collecting documents from external actors, and proper archiving. 
• Internal and external Coordination: S/he actively participates in internal service mapping and provides support to base program team on referral mappings, with a focus on civil society organizations. And networking with several entities including the local authorities
• Liaison and engagement with local authorities at a base level: S/he provides support to the base management and program team on establishing and maintaining contacts with oblast, raion, and hromada level local authorities, provides support during external meetings, and is participating in data collection of the achievements of PUI activities in areas of intervention.

Specific objectives and linked activities

1. Participate in the context analysis on the base level, identification of the gaps in humanitarian aid provision and potential areas of intervention.

• S/he participates in the development of the operational strategy on a base level, identification of the gaps in humanitarian aid provision, potential partners for future projects;
• S/he participates in the exploration of new locations for activities implementation;
• S/he responsible for establishing contacts with local authorities and a proper follow-up with them;
• S/he ensures the data and information provided by PUI to external stakeholders are relevant and timely; 
• S/he is responsible for gathering a feedback on PUI’s activities from local stakeholders;
• S/he monitors the evolution of humanitarian support provided by local actors in base areas of intervention.

 2. Ensure the safety of property and people of the sub office:

• S/he ensures that the safety plan for the sub-office is up-to-date, and that everyone knows and understands it (both international and national staff). He/she has to update contingency security plans for special circumstances like shelling or attacks or changes in security context. 
• S/he ensures data collection relative to the safety on his/her field of operations, provides analyses, and disseminates them to his/her immediate supervisor regularly or on an ad-hoc basis if urgent. 
• S/he verifies that the material and human resource means at his/her disposal are adequate to ensure the optimal safety of teams, materials and beneficiaries. 
• In the event of a security incident, (regardless of whether it took place or was avoided), he/she ensures that the information is transmitted to his/her immediate supervisor immediately, and reported upon in accordance with PUI guidelines.
• S/He is responsible for writing incident report to be disseminated to his line manager immediately
• S/he is in charge of supervising the work of the Security and Liaison Officer. S/he ensures that this staff has all the necessary tools to create and maintain good relationship with local administrative or security stakeholders. 

3. Internal and external coordination and representation

• S/he gathers, analyses and disseminates internally relevant information about the humanitarian context, identified needs, government policies and stakeholder activities to inform program planning and decision-making;
• S/he provides support for program team members during external meetings and is covering the absence at the meetings with Clusters the responsible colleagues, if required;
• S/he actively participates on gathering and presentation of the information for internal service mapping;
• S/he provides support to base program team on referral mappings, with a focus on civil society organizations.

4. Liaison and engagement with local authorities at an Oblast level

• S/he provides support to the base management and program team on establishing and maintaining contacts with oblast, raion, and hromada level local authorities and a proper follow-up; 
• S/he provides support for the base management during meetings with local authorities;
• S/he is actively participating in data collection of the achievements of PUI activities in areas of intervention and follow-up on this the local authorities, if required;

5.  Ensure logistical, administrative and financial support for the base

• With support from the logistics team at the base, he/she ensures that the needs of the sub office are met (support, programming) and address these needs to the Admin manager each month, while making sure that all donor’s and internal procedures are respected, and that commitments are in line with available budgets. 
• S/he ensures that the office is equipped with the minimum of infrastructure (offices and housing, stores, Pharmacy and hibernation spaces) necessary for the execution of the work and accommodation of teams, in optimal conditions of safety. 
• S/he is responsible for cost optimization;and uses budget tracking to achieve this; he/she ensures adequate financial resources for the running of the base. 
• Regarding budget monitoring, he/she participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to his/her immediate supervisor and to the Finance Coordinator. 
• S/he ensures that accounting processes are respected by the admin team department,at the sub office and communicated to the Admin manager according to the agreed calendar.
• Together with the Admin manager, he/she ensures that a system of internal oversight is in place at the sub office. 
• S/he ensures compliance with procedures for undertaking expenditure commitments and participates in the process of endorsing purchase orders.

QUALIFICATIONS

Education Degree: University degree in relevant field (Political Science, Admin management, but not only). Trainings in Humanitarian values, Humanitarian Negotiations – required.

Work experience:

• Min. 2 years of work in NGO sector;

  Desirable:

• Experience with PUI
• Experience with INGOs
• Experience in Logistics
• Experience with project management

Language Skills: Fluent in Ukrainian, high level of English. 

Knowledge & skills:

• Very Good writing skills
• Excellent communication skills

 Desirable:

• Ability and interest to learn new and adapt

Computer skills: Confident user of Microsoft Office (with focus on Excel and Word).

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Ability to work independently, take the initiative and take responsibility in a proactive approach
• Self-motivated, flexible and adaptable to the needs of the team and organization
• Strong commitment in humanitarian principles
• Resilience to stress
• Diplomacy and open-mindedness
• Good analytical skills
• Organisation and ability to manage priorities and varied workload
• Ability to guarantee effective and timely outputs 
• Problem solving and leadership skills
• Ability to work and manage professionally and maturely
• Ability to integrate into the local environment, taking account of its political, economic and historical characteristics

CONDITIONS

Short Listed candidates will be placed on a roster of pre-approved candidates for potential consideration for future PUI openings.  

HOW TO APPLY:

• Interested candidates please submit your resume  in English.
• The test for this position will also be in English. 
• Only shortlisted candidates will be contacted.