Head of Operations & Security - Ukraine

Job Title:                                                   Head of Operations & Security

Department:                                            Operations

Duty Station:                                           Odesa (with travel to all NP operating areas)

Line Manager:                                         Head of Mission

Technical Line Manager:                 Global Group Director – Finance & Operations

Line Management Responsibility:  Logistics Coordinator, Safety & Security Manager

Position Type:                                         Full-Time

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organisation. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.

Overview:

NP has had a sustained presence in Ukraine since April 2022, occupying a unique space in the protection response in Ukraine; simultaneously providing direct protection to at-risk civilians and providing hands-on support to front-line volunteer collectives to directly contribute to the sustainability and safety of their actions. NP has its Country Office in Odesa with sub-offices and field teams in Odesa, Mykolaiv, Kherson, Kharkiv and Kramatorsk. The Operations Department includes Logistics, Procurement, and Administration located in the Country Office. A Safety and Security Manager and Safety and Security Officer support all NPs safety and security.

Job Summary:

This position is part of NP Ukraine’s Senior Management Team (SMT). The Head of Ops/Sec is responsible for overseeing all operational functions, including logistics, procurement, fleet management, building management, Administration and IT, as well as providing leadership on safety & security, in support of the Head of Mission, for NP operations in Ukraine.

They will provide the SMT with consistent, in-depth safety and security guidance, threat assessment and in tandem with the Safety and Security Manager, will maintain robust country security policy and procedures, SOPs and Contingency Plans.

They will ensure NP internal control systems and policy compliance for procurement and logistics, working closely with finance and programme teams to avoid siloed approaches.

Key Responsibilities:

1. Strategic development

• Contribute to strategic thinking on NP’s role in Ukraine, factoring this into NP’s strategy for the area of operations.
• As part of the SMT, maintain and communicate a coherent strategy for the country programme based on NP’s Strategic Plan and in adherence with NP’s core programming and factor in operational needs for its functioning.
• Contribute to NPs funding strategy in line with opportunities, contextual needs and changes and commitment to localisation.

2. Operations – Logistics & Procurement

• Oversee and ensure timely management of procurement and logistics in line with programme planning and forecasting.
• Oversee compliance quality, timely and accurate processing and documentation of procurement as described in the Field Operations Manual and in line with NP’s procurement policy or if necessary donor requirements.
• Oversee the system for maintaining audit-ready procurement records utilising NP systems and ensure that they are consistently stored and available when needed.
• Lead on developing a tailored NP Ukraine logistics and procurement SOP/guidelines.
• Participate in and contribute to the development of an automated procurement system for NP to be integrated with Salesforce.
• Develop a policy for and support the implementation of customs clearing, equipment registration, licensing and insurance.
• Overall budget holder for operations budget lines and operations staff.
• Ensure effective fleet management, including that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Operations Manual and ensure all field teams have adequate and safe access to vehicles and drivers.
• Ensure assets tracking is implemented with accurate record-keeping of NP and donor assets, including exceptional items that require registration and movement tracking.
• Manage safe and well-maintained premises for office and guesthouse purposes.
• Where needed, contribute to the updating and development of NP Global Operations Procedures/Manuals.
• Lead the procurement committee
• Liaise with Global Support Services where necessary to ensure coordination and harmonization with NP’s systems, policies and procedures.

3. Risk Mitigation and Management

• Facilitate an ongoing culture within the wider team of security awareness and ownership, and commitment to the procedures and to each other and arrange ongoing training as a key strategy for improved safety and security.
• Ensure a robust and relevant Country Security Management Plan is in place and implemented.
• Review SOPs, contingency plans and risk assessment documentation, ensuring these are up to date, well adapted, disseminated and adhered to by field teams.
• Recommend new protocols, or adjustments to procedures, to improve effective risk mitigation and support drafting of such as necessary.
• In coordination with SMT and Safety and Security Manager, ensure that all staff are aware of, and have received adequate training on, the procedures detailed in NP risk management, security documentation and Standard Operating Procedure documents.
• Coordinate and review security assessments in new programme locations, or travel routes, make recommendations regarding Go-No-Go movements and required risk mitigation steps required if movements are cleared.
• In direct collaboration with the Safety and Security Manager, support the review of requests for travel to new locations (regardless of security risk level) and repeat travel to high-risk locations.
• Advise on, and develop, contingency plans for crisis or critical incidents, including issues like hibernation, medevac, relocation, evacuation, and vehicle injury accidents, assault, among others and work with staff to prepare for those contingencies.
• Support the Safety and Security Manager in providing security advice and ensure situational awareness to mitigate risks to programme staff in the field.
• Responsibility to ensure that the SMT is advised on security related issues and supported in their analysis.
• Play an active role in the Critical Incident Management team, taking a leading role in ensuring training and readiness of this team.

4. Operations – Finance, Administration, IT

• Work in close collaboration with and provide support to the Finance Manager in financial compliance, and lead the development and regular update of the NPUA operational budget.
• Oversee the Administration staff t and work directly with the HoM on the development and implementation of NP administration policies and systems.
• Provide support  to ensuring legal compliance for visas, residency and work permits, as well as registration and reporting compliance for  NPUA.
• Support Admin and Finance departments on compliance with Ukrainian Labour Laws and regulation income-tax calculations.
• Play a role in the preparation, review and update of contract-related documents (appointment letters, contracts, service contracts, lease agreements, service providers etc.)
• Ensure that all HR/Admin staff understand and are able to perform their roles in an emergency (Crisis Management Team)
• Ensure adequate insurance cover for staff is in place and kept up to date.
• Support with accommodation plans for international staff and for staff movement around the country in collaboration with Admin department.
• Lead the set-up of office IT infrastructure including internet, and software and assess needs and recommend software and IT solutions. Support the resolution of IT issues that arise.

5. Team Development & Care

• Provide direct support and guidance to in-country staff welfare initiatives and identify needs
• Maintain overview of training needs for staff, such as personal security, security management, health and safety and trauma care/first aid.
• and support the training planning and implementation to ensure continuity in learning and skills capacity
• Develop detailed, updated safety and security inductions for new staff upon arrival and additional briefings for all staff upon major shifts in the security context. Where necessary, provide these inductions directly.

Qualifications:

• Degree or Equivalent Level of Knowledge in operations management or business administration
• Previous experience working with an INGO in a security and/or operations management position with management of security (minimum 7 years).
• Previous experience working in a complex and dynamic operational environment
• Security and Risk Management Course/Diploma Completed or equivalent experience
• Leadership ability with demonstrated capacities to analyse needs, develop a plan and action the plan to completion
• Comprehensive understanding of strategic, tactical and operational safety and security risk management
• Significant experience in managing operations budgets
• Previous experience in providing security and safety advice for personnel and infrastructure against a spectrum of threats
• Strong analytical skills and conflict sensitivity

Key Challenges:

• Balance and integrate operations, security, well-being and programme needs in analysis and leadership
• Operate, plan and analyse in an unpredictable context and insecure security environment where global politics can have immediate, knock-on effects
• Ability to differentiate and shift between a programmatic window of opportunity and a risk threshold.
• Demonstrate values-based leadership
• Building a strong understanding of NPs approach to protection of civilians and fostering programmes initiatives by creating an operations and security culture to support them

Skills and Competencies:

• Strong problem-solving and analytical abilities.
• Strong communication skills, both written and verbal including capacity for drafting quality documents, briefs and reports quickly (guidelines, policy, SOPs)
• The ability to remain calm, focused, organised and results oriented under pressure and with rapidly changing circumstances
• Ability to work effectively as part of the SMT, in a team and independently.

Preferred Qualifications and Experience:

• Master's degree in Operations management or Business Administration
• Previous work in Ukraine and nuanced understanding of context
• Strong knowledge of humanitarian and development issues and concepts
• Current HEAT certification

Working Conditions:

• You must be prepared to live and work in a highly insecure environment where threats cannot always be predicted, or fully mitigated.
• Demonstrated ability to adhere to strict security protocols and maintain high level of awareness.

Application Process

• Candidates meeting the above requirements are requested to submit a CV (max. 2 pages) and cover letter (max. 1 page), through our website detailing their experience and how they qualify for the role. Incomplete applications will not be considered.
• The closing date for applications is Wednesday, 26 March 2025
• Candidates may be selected before the closing date; apply early
• As part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment before participating in an interview.
• This position is open to both international and national candidates.

SPECIAL NOTICE

Nonviolent Peaceforce is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, communities we work with, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities and government guidance and complies with best practices in the Humanitarian and Development sector. NP expects all staff and volunteers to share this commitment through our code of conduct. We prioritise ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. NP also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

NO FEE

We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms. If you are approached for payment, this is likely to be fraudulent. Please check whether the role you are interested in is posted here on our website.