IMPACT Operations Support Officer

It's not an ordinary job! Dear candidate if you are looking for a job that besides other benefits allows you to have a positive impact on other people's lives and you would like to join a friendly, creative, and highly professional international team, this vacancy is just for you. Core values for us are responsibility; impact; enterprising spirit and inspiration. If you're sharing these and are compliant with requirements send us your CV! 

Assignment: IMPACT Operations Support Officer is responsible for providing Finance, Logistic, Administration and Compliance (FLAT) support for IMPACT missions in Ukraine and Armenia. This position will serve as the designated focal point for liaison between IMPACT project/field teams and the relevant ACTED Ukraine and ACTED Armenia departments (logistics, human resources, finance, security). The Operations Support Officer should be up to date with ACTED HR, logistics, finance and security procedures globally and at the country level to ensure they are applied as relevant to the projects and activities of IMPACT. The Operations Support Officer should meet regularly with program/projects managers to support the finance department in monitoring budgets and allocations and having oversight of IMPACT spending. In addition, the Operations Support Officer is responsible for managing the cross-unit IMPACT translator. 

Operations Support Officer will may also help the IMPACT SMT develop an appropriate monitoring and evaluation system to help measure the impact of projects and the organization’s overall progress towards strategic goals. This data will provide valuable input to improving the organization’s overall impact and performance. The Operations Support Officer will also provide support to knowledge management processes to support institutional learning including the tracking of best practices and its inclusion in the organization’s planning and processes.

  Functions 

 The Operations Support Officer is responsible for completing the following tasks:

 Logistics:

• ·        Supporting IMPACT GIS Officers, Assessment Officers, Project Managers, Field Coordinators, Senior Field Coordinators and other IMPACT staff with the planning, budgeting and organisation of equipment for projects.
• ·        Attending regular meetings with SMT members and Unit Leads to discuss future projects’ logistical needs.
• ·        Being aware of ACTED procurement guidelines and lead in times for procurement, and ensuring they are applied.
• ·        Coordinating with IMPACT teams in submitting order forms for projects to logistics team
• ·        Coordinating with the ACTED logistics teams in Ukraine and Yerevan and the bases regarding the tracking and management of IMPACT stock and assets. This could include smart phones, laptops, printers, GIS equipment, cars.

 Human Resources:

• ·        Supporting IMPACT recruitment by planning staff needs with IMPACT project focal points and unit managers, and supervising the process of placing requests and following up their progress.
• ·        Liaising between IMPACT unit leads and FLATS focal points in solving any administrative raised staff issues.
• ·        Helping and supporting in staff contracts renewal and extension decisions by having close communication with coordination, unit leads and line managers to understand their needs vs available resources.
• ·        Keeping up to date with any new HR policies and supervising the process of communicating such policies to the different project teams via Unit leads.
• ·        Supervising the process of IMPACT staff attendance sheets submission and follow up, as well as leave forms, mission forms and other HR documentation of IMPACT staff.
• ·        Supervising the process of updating the organograms for IMPACT in Ukraine and Yerevan and the bases.
• ·        Supervise IMPACT Office admin work and follow up with Operation support focal points to smooth the running of IMPACT operations within the offices and the field.

 Finance: 

• ·        Supervising and following up when needed on any tasks as requested by IMPACT project teams to liaise with ACTED finance team.
• ·        Liaising with ACTED finance team regarding the tracking and management of IMPACT projects budgets spending, and having an over-sight of IMPACT financial projects situation.
• ·        Managing IMPACT Operation support finance focal point, and follow up closely on the completion of the monthly finance IMPACT FU tasks (BFUs, ATs).
• ·        Supervising the following up on budgeting process for IMPACT new proposals.

 Reporting/communication:

• ·        Support Unit Leads on reporting for IMPACT projects and budgets.
• ·        Maintain close contact between field/project teams to be informed of developments in project activities which may require FLATS support, and following up as needed with logistics, administration and finance teams.
• ·        Line manage IMPACT translator to ensure an efficient process for translation work across the organization and appropriate time/work load management.

 FLATS documentation management and compliance:

• ·        Ensure that the relevant administrative documentation is completed throughout the implementation of projects.
• ·        Supervising Operation Support team to make sure documentation is done following ACTED/IMPACT regulations.

Other tasks need to ensure the success of the IMPACT mission

• ·        The IMPACT Operations Support Officer may be called upon to work on other IMPACT programmes/provide capacity building on an ad hoc basis

 Confidentiality and Data Protection

• ·        Maintain the strictest confidentiality of data and processes. He/she will actively take measures to prevent the unauthorized sharing of information and data.

Conditions

• Official employment according to Ukrainian legislation;
• Competitive official salary defined by the ACTED salary grid;
• Regular performance evaluation and salary increase;
• 28 working days of paid vacation per year;
• A friendly international team of professionals;
• Cosy office in the central part of the city;
• Flexible working hours;
• Career development possibilities;
• Medical insurance in 6 months of work with ACTED.

Applications only in English should be submitted with the title or reference of the position (CV without mentioned position will not be considered) till 31 July 2021. Only short-listed candidates will be contacted for an interview. ACTED and IMPACT are equal opportunity employers.