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Chief of Staff (CoS) to the Head of Team4UA / Consortium Manager

85 000 ₴

Київ

ORGANIZATIONAL CONTEXT

Team4UA is a leading Ukrainian humanitarian non-governmental organization implementing several large-scale, critical projects primarily financed by the United Nations (UN) and other institutional donors. Team4UA also holds the key coordination role as the leader of the TERA Consortium, a strategic partnership focused on enhancing collective humanitarian impact.

The Head of Team4UA requires dedicated, high-level strategic and operational support to effectively manage the complexities of donor relations (especially UN partners), consortium coordination, high-level government liaison, and the organization's demanding operational schedule. The Chief of Staff (CoS) will serve as a critical extension of the Head of Team4UA's office.

ROLE SUMMARY

The CoS will provide high-level, confidential, and comprehensive executive, administrative, and logistical support to the Head of Team4UA. The role’s primary function is to optimize the Head of Team4UA's effectiveness by managing strategic priorities, ensuring seamless communication flow, and handling sensitive information and coordination tasks across Team4UA, the TERA Consortium, and external partners (UN agencies, government, donors).

KEY RESPONSIBILITIES AND DUTIESA. Strategic Support and Priority Management

Strategic Agenda Management: Proactively monitor and manage the Head of Team4UA’s strategic priorities and commitments, ensuring timely follow-up on decisions and actions delegated to senior staff or external parties.
Information Synthesis and Briefing: Prepare high-quality briefing materials, summaries, presentations, and speaking notes for the Head of Team4UA on various topics (e.g., project performance, consortium dynamics, political/security context, donor updates). This involves synthesizing complex information from various departments.
Decision-Support Documentation: Review, draft, and edit high-stakes communications, reports, and proposals intended for UN partners, government officials, or the TERA Consortium Strategic Committee.
Meeting Preparation: Lead the preparation for all high-level meetings (e.g., UN Coordination meetings, TERA Steering Committee sessions), including drafting agendas, compiling background papers, securing relevant data, and recording/distributing detailed minutes.

B. Coordination and Liaison

Inter-Departmental Liaison: Act as a critical interface between the Head of Team4UA and Senior Management Team members, Project Managers, and Support Departments (Finance, HR, Logistics) to ensure alignment and timely reporting.
TERA Consortium Coordination: Support the Head of Team4UA in the leadership of the TERA Consortium, including logistical and substantive preparation for consortium meetings, tracking consortium-wide deliverables, and facilitating communication between partner organizations.
External Relations Support: Facilitate and manage key liaison activities with UN agency representatives, government ministries, and principal donors, ensuring professional and consistent communication in line with Team4UA’s mandates.

C. Executive Administration and Travel

Travel Management: Plan, organize, and manage complex and demanding travel logistics (domestic and international) for the Head of Team4UA, often on short notice. This includes securing visas, booking transport/accommodation, preparing comprehensive travel dossiers, and ensuring logistical support in the field.
Office Management: Maintain an efficient, organized, and confidential filing system (physical and digital) for the Head of Team4UA's office.
Confidentiality: Handle sensitive and confidential correspondence, documents, and personnel matters with the utmost discretion and professionalism.
Calendar Management: Oversee and strategically manage a complex and highly demanding calendar, balancing internal operational needs, external donor/partner requests, and travel requirements.

COMPETENCIES

Core Competencies

Technical/Functional Competencies

Integrity & Ethics: Highest standards of professionalism and absolute discretion in handling confidential information.

Executive Administration: Proven ability to manage complex executive schedules, logistics, and documentation.

Communication: Excellent verbal and written communication skills in English and Ukrainian (or Russian), capable of drafting professional communications for UN/donor audiences.

Strategic Thinking: Ability to grasp and synthesize complex organizational priorities and translate them into actionable plans.

Planning & Organizing: Exceptional ability to prioritize tasks, manage multiple streams of work under pressure, and meet tight deadlines.

Consortium/Partner Coordination: Experience or understanding of coordination mechanisms within multi-agency humanitarian consortia or UN frameworks.

Accountability: Takes ownership of all responsibilities and honors commitments.

Reporting & Briefing: Demonstrated skill in preparing high-quality, concise, and impactful briefing materials and reports.

QUALIFICATIONS AND EXPERIENCEEducation:

A Master's degree in International Relations, Public Administration, Business Management, Humanitarian Studies, or a related field is highly desirable.
A Bachelor's degree with demonstrable equivalent experience (minimum 7 years) in a related field may be accepted.

Professional Experience:

Minimum of 5 years of progressively responsible professional experience in an executive support, special assistant, or chief-of-staff role, preferably within a humanitarian/development NGO, UN agency, international organization, or government context.
Proven experience working in a high-pressure, fast-paced environment with a heavy focus on executive administration, coordination, and travel management.
Demonstrable experience in dealing directly with high-level external stakeholders (e.g., UN officials, Ambassadors, Ministerial staff).
Experience in the humanitarian sector in Ukraine is a significant advantage.

Language Requirements: