Operations Officer

Assignment 

The IMPACT Ukraine mission, present in country since 2014, scaled-up after the full-scale invasion to provide data and information support to humanitarian and development actors in Ukraine. To support this scale-up, IMPACT is seeking a candidate, with prior experience in managing of HR processes preferably in a complex international setting and a  wide range of office support,office management processes, to support IMPACT  in meeting  HR, logistics, staff welfare and administrative needs of the organization.   

Under the direct supervision of the IMPACT Operations Manager, the Operations Officer is primarily responsible for supporting all aspects of fulfilling office supply needs, staff well-being during the onboarding process, support of IMPACT Logistics Officer in procurement processes, facilitating movements of International staff for IMPACT teams including accommodation and transportation in close collaboration with the ACTED Logistics and Security departments, and for all HR matters including national recruitment for the Kyiv office and sub-national bases according to IMPACT and ACTED guidelines.  

Chain of Command  

Under the authority of:  IMPACT Operations Manager 

Working Relations 

• ACTED HR/Admin Manager  
• ACTED Country Finance, Logistics staff  
• IMPACT Operations team 

Responsibilities 

Office Management: 

• Ensure a personal, friendly experience for new staff coming into the office 
• Keep the office comfortable and cosy: make requests to Logs about IMPACT office needs, check needs with Operations Manager, gather budget lines from Finance, and draft OFs for logistics approval; 
• Manage all aspects of the office’s space and provide answers, resources, and solutions as requested; 
• Closely liaise with ACTED Logistics and HR departments to ensure cleaning personnel are keeping the IMPACT office tidy;  
• Support on any aspect of office management as required by the Operations Manager;  
• Oversee the day-to-day activities of the office

 Logistics:

• Ensure IMPACT stock room is kept tidy and records are up to date; 
• Proactively identify and fulfil office supply needs; 
• Liaise closely with IMPACT Logistics Officer to ensure all procurement needs for Country office and Field Offices are met; 
• Act as a focal point for office supplies procurement for Country Office in line with ACTED procurement procedures; 
• Act as a focal point for licenses procurement;
• Planning and coordinating travel of new IMPACT International staff members into Ukraine; 

Administration& HR:   

• Liaise closely with   IMPACT HR Officer to ensure HR processes are followed, including attendance documents, timesheets, and other administrative aspects; 
• Ensure the IMPACT Contact List is up-to-date, and all new IMPACT/REACH staff are added; 
• Act as a focal point for collecting attendance documents of IMPACT international staff members;
• Act as a focal point for contracts of IMPACT international staff members, closely liaise with ACTED HR to ensure necessary documentation for visas/TRPs is shared in time;
• Onboarding of newcomers;
• Act as the focal point for all new staff international and national joining the IMPACT mission in Ukraine ;
• Preboarding, onboarding, adaptation of newcomers  during the onboarding process;
• Preparing Newcomers packs;
• Prior to start date, ensure emails and laptops for national staff are ordered;
• Act as a focal point for HR Induction sessions for International staff members and CoC sessions for National staff members;
• Act as a focal point for National recruitment process: posting job adverts, pe-screening, sending tests to chosen candidates, scheduling interviews, sending job offers and rejection letters according to Recruitment SoP;
• Act as the primary focal point for staff that have questions on HR policies, security protocols, and contractual clauses, ensuring they are well-understood and adhered to;  
• Disseminate and communicate new HR policies and protocols to all IMPACT/REACH staff;  
• Serve as the primary focal point for- and ensure follow up of staff complaints for REACH national staff; 
• Receive training in reporting for both ACTED and IMPACT Complaints mechanisms.

Security:

• Act as focal point for Kyiv headcount groups: ensure the headcount groups are updated and new staff members are added to appropriate Island.

Other: 

• Streamline, improve, and implement, any processes related to HR and office management that are currently inefficient or absent; 
• Support the IMPACT Operations Manager on any other tasks as required.  

How to apply:

Applications only in English should be submitted with the title or reference of the position (CV without mentioned position will not be considered). Only short-listed candidates will be contacted for an interview. ACTED is an equal opportunity employer.

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”