Head of Mission – Ukraine

Head of Mission – Ukraine

Cesvi

Kyiv, Ukraine

Work Context

CESVI is currently responding to the humanitarian crisis followed to the conflict in Ukraine.

The intervention is focused on the Protection, psychosocial support and mental health of the most vulnerable population affected by the conflict, especially in Kherson, Mykolaiv and Kharkiv. CESVI is working also in the health sector in Oblast and Kharkiv Oblast.

JOB DESCRIPTION

The collaboration will start in December 2024.

The main duty station will be Kyiv, with regular field missions’ country-wide. The HoM will work under the supervision of the Area Manager and with the support of the E-Unit team in HQ:

• Coordination and overall supervision of Country’s programmes and procedures:
  • Supervising projects and giving support to the staff in reaching foreseen objectives in a timely manner, in respect of deadlines and by an efficient use of resources.
  • Monitoring activities, both technical and at administrative level
  • Coordination of staff to guarantee projects activities and reports
• Donor Relation & Networking & Program Development:
  • Establish and maintain strong relationships with existing and potential donors to foster strategic partnerships
  • Organize and participate in regular meetings, briefings, and networking events to promote CESVI’s projects and initiatives in the country.
  • Lead the process of development of high-quality, competitive Concept Notes, and project proposals
  • Serve as the primary point of contact between CESVI and donor, government bodies, and all other relevant stakeholders in Ukraine.
  • Attend and actively participate or coordinate the participation of other staff in the country in coordination meetings, clusters, and working groups relevant to CESVI’s areas of work & interest.
  • Prepare and deliver presentations, briefs, and updates on CESVI’s activities and impact
• Management of CESVI offices, goods, documentation and procurement:
  • Supervision and coordination of potential opening of new offices if necessary to guarantee operations in the country
  • Supervision the monitoring of field operational offices, proceeding, in accordance with the Project Managers and Administrators, to their organization and ensuring their full operation
  • Supervising administration and application of CESVI internal procedures for the Country
• Human Resources management:
  • Supervision and management of expatriate staff including supporting them in compliance with the legal framework related to their presence in the country
  • Supervision on all local human resources, ensuring compliance of operations with local employment law including NGO law, tax, employment, Health and Safety, Insurance and any other applicable law. Conduct and record periodical meeting with staff to verify activities implementation, problems and getting solutions
  • Informing and training local staff through appropriate training courses in the principles set out in the following policies, and all other Policies or formal provisions that will be developed and shared by CESVI: Human Resources Policy; CESVI Staff Code of Conduct and Code of Conduct of the destination country (if any); Safeguarding Policies; Policy to Prevent Corruption and Fraud; CESVI Ethical Code; Conflict resolution and complaints management
• Lead in the definition and development of UkraineProgramme strategy:
  • Contributing to the definition of a Country Strategy Paper
  • Identifying the main intervention sectors, areas and needs in the Country in coordination with the Area Manager and in collaboration with the Project Managers
  • Lead at country level the strategic planning and development of CESVI’s programs in Ukraine to align with needs on the ground and donor priorities
  • Update of Country Strategy Paper and application of related Recommendations, in coordination with Area Manager and in collaboration with the Project Managers
  • Keep regularly informed the HQ on risks regarding the implementation of the country strategy or the need to review the strategy itself
  • Develop new programme initiatives and actively lead the current emergency operations towards a long/medium term programme
• Writing and submitting new proposals, donor acquisition:
  • Liaising with potential donors, writing and submitting new proposals in collaboration with the Project Managers
  • Monitoring of calls for proposal for Ukraine and develop new project proposals in the country referring to CESVI’s sector of specialization and in close cooperation with the country team through assessments realized both at the national level or in close countries if necessary and requested by HQ.
  • Participation and supervision of the entire writing process of project proposals in close collaboration with the Project Managers.
  • Follow up on project proposals submitted to/being negotiated with different donors
• Coordination and representation with stakeholders:
  • Management and coordination of relations with local and international partners, particularly with Alliance 2015 members
  • Promoting and organizing meeting with donors, institutions, NGOs, local government and international agencies, in close collaboration with the Project Manager
• Security Management:
  • Setting, in coordination with HQ and the Security Manager in the country, potential rules and regulations to strengthen security for CESVI staff, means and goods
  • Guaranteeing the respect of CESVI Security Plan and other rules and regulations on security, in close collaboration with the Security Advisor in HQ
  • Having constant contact with the Area Manager and the Security Advisor to coordinate actions to be undertaken
  • Participating actively in security coordination mechanisms present in the Country
• Implementation of Safeguarding policies – Adult at risk/Child Safeguarding/PSEA
• Act in accordance with national legislation
• Strengthen and promote CESVI image in the Country

REQUIREMENTS

• University degree or post graduate degree
• Minimum at least 8 years of relevant experience in NGO environment in management, administration and implementation of programs for refugees, IDPs, mix migrants or complex situations, experience of working in Ukraine and desired.
• Knowledge of main Donors (EU-DEVCO, OCHA, AICS, UN, ECHO, FCDO, USAID, GFFO and other international donors)
• Familiarity with the following sectors: Emergency, early recovery program, Protection, Mental Health, Health
• Experience of managing multi-donor and multi-site programmes
• Extensive experience of working within a complex country programme in an emergency response or fragile state, protracted crises
• Previous experience in the set-up and management of a programme-based mission
• Knowledge of effective financial and budgetary planning and control, review and evaluation
• Ability to produce timely project proposals and high-quality narrative reports
• Ability to develop policies, plans, and strategies for implementation, if needed
• Solid diplomatic skills: the ability to manage a variety of internal and external relationships, especially with partners and donors
• Experience in building personal networks at a senior level, resulting in securing new opportunities for the organization
• Proven leadership and management experience with a multi-disciplinary team in a cross-cultural setting, including active mentoring and coaching
• Effective team membership integration ability
• Skills in developing, delivering and evaluating training for staff members
• Solid security management skills
• Solid experience in designing and implementing new programs and project proposals
• Good communication and leadership skills
• Excellent problem-solving and analytical skills
• Strategic thinking and innovation
• Self-motivated, able to take initiative, resilient and able to work independently
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work cooperatively
• Highly result oriented with the ability to manage workload and stress
• Flexible and with a positive attitude
• High level of IT skills (Office package)
• Fluency in English (written and spoken)
• Prior working experience in Ukraine is a plus

SAFEGUARDING

Cesvi has a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners.

Cesvi commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. Safeguarding checks are part of the selection process performance.

HEALTH SAFEGUARDING

Cesvi pays particular attention to safeguarding the health of all the human resources of the Organisation. Therefore, in order to protect its staff, an assessment of their suitability for the position in each mission is carried out before departure. Such assessment is done by the Occupational Doctor of the Organisation, who will also examine the vaccination coverage, including the anti-Covid19 vaccination.

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