JOB DETAILS

Under supervision of the Deputy Director of Field Management (DDFM), the Senior Operations Coordinator (SOC) will work with the Supply Chain Coordinator, Admin Manager, IT Manager, and Senior Data Management Officer to assess existing structures and processes, and work to improve how the Operations Department works internally and, importantly, how the Operations Department collaborates with and supports other IRC Ukraine departments, especially the Program Team. The SOC will be responsible for the implementation of standard IRC processes, including procurement planning, distribution planning, project cycle management (PCM), Integra, and PowerBI. They will stabilize operations and administration teams to improve performance quality and stakeholder satisfaction by implementing service-oriented practices. Additionally, the SOC will strengthen the operational support provided to IRC partners through active participation in partner capacity assessments, development and implementation of partner support plans.

The position is based in Kyiv with regular travel to Dnipro, Kharkiv, and Odesa. Travel to different locations may be required depending on program activities.

Key responsibilities

1. Supply Chain Management:

• Develop and implement comprehensive supply chain strategies, including procurement, warehousing, transportation, and distribution, to support the operation and program activities.

• Monitor and evaluate supply chain performance, identifying opportunities for improvement and implementing best practices to enhance efficiency, cost-effectiveness, and accountability.

• Coordinate with internal stakeholders, external partners, and relevant authorities to ensure compliance with donor requirements, local regulations, as per the IRC standard and policies.

2. Administrative Support:

• Oversee administrative functions across multiple locations, including office management, facilities maintenance, travel and visa coordination, and procurement of goods and services.

• Provide leadership and guidance to administrative staff, fostering a culture of professionalism, teamwork, and continuous improvement.

• Develop and implement administrative policies, procedures, and systems to streamline operations and support the effective implementation of IRC Ukraine programs, including appropriate registration of IRC projects as International Technical Assistance.

3. IT Management:

• Lead the planning, implementation, and maintenance of IT infrastructure and systems to support the operational needs of the organization, including hardware, software, networks, and telecommunications.

• Ensure the security, reliability, and scalability of IT systems, implementing robust cybersecurity measures and disaster recovery plans.

• Provide technical guidance and support to staff, ensuring proper utilization of IT resources and adherence to IRC Ukraine IT policies and procedures.

4. Data Management:

• Establish and maintain robust data management systems and processes to collect, analyze, and disseminate information critical to operational decision-making and programmatic outcomes.

• Oversee data collection, storage, and analysis activities, ensuring data quality, accuracy, and integrity in accordance with organizational standards and ethical guidelines.

• Collaborate with program teams and technical experts to develop data collection tools, indicators, and reporting mechanisms that support evidence-based program management and monitoring.

5. Partnership Supply Chain Coordination:

• Collaborate with partner organizations, suppliers, and donors to coordinate joint supply chain activities, including procurement planning, resource sharing, and capacity building.

• Facilitate information sharing and collaboration among partners to strengthen supply chain resilience, reduce duplication, and optimize resource utilization.

• Serve as the focal point for partnership-related supply chain initiatives, representing the organization in relevant forums, meetings, and working groups.

6. Team Management and leadership:

• Promote a supportive, solution-oriented, respectful, and inclusive management culture within the Ops team and in Country Program in general.

• Implement personnel policies including regular one-on-one’s, ongoing coaching, performance evaluation, staff development & career pathways, and disciplinary measures.

• Ensure new OPS member receive well-structured orientation and onboarding.

• Ensure regular & reliable team meetings and maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable and empower staff to successfully perform in their positions.

• Ensure duty of care activities are regularly conducted within the team to promote staff well-being and keep morale high.

• Be mobile within the Country Program, visiting regularly field offices.

• Ensure active and constructive collaboration with other departments.

• Ensure new staff are briefed on Ops systems and processes.

• Maintain proactive internal communication on the progress and obstacles faced by operations.

Key Working Relationships:

Position Reports to: DDFM

Position directly supervises: Supply Chain Coordinator, Admin Manager, IT Manager, and Senior Data Processing Officer.

Other Internal and/or external contacts:

Internal: Regular relationships with HQ, regional and country Supply Chain coordinator and staff at all levels, Deputy Director of Field management, Supply chain, Country Director, DDF, Program department leads.

External: May serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations, Logistics cluster.

Requirements:

• Bachelor’s Degree in Business administration/logistics, 5 years or more of progressive Supply Chain professional experience or equivalent education and experience.

• Demonstrated success of 4 -5 years experience in in humanitarian or emergency response context with progressive responsibility.

• Hands-on field experience in crisis or post-crisis settings in high valuable, including experience in logistics, procurement, finance, and human resource within a humanitarian context.

• Experience managing teams and coordinating projects or operations, often in challenging or unstable environments.

• Proficiency in planning, executing, and evaluating projects, often under tight deadlines and within budget constraints.

• Strong ability in organizing resources, such as personnel, supplies, and equipment, often in locations with limited infrastructure.

• Effective written and verbal communication, capable of negotiating and working with diverse stakeholders including local communities, governments, and international donors.

• Comfortable working in volatile situations and capable of adjusting strategies as situations change.

• Ability to analyze complex data and make informed decisions quickly.

• Understanding of and sensitivity to diverse cultural contexts and practices.

• Able to work effectively in a highly matrixed structure.

• Excellent training and coaching ability.

• Fluency in English required, proficiency in Ukrainian or Russian is advantageous.

• Ability to travel to remote field offices.