Country Representative in Ukraine

ABOUT BSF

Founded in 2007 by the French historian Patrick Weil, Bibliotheques Sans Frontieres (Libraries Without Borders) is an NGO that empowers vulnerable populations by sharing culture, education and information. It implements inclusive and innovative projects in 30+ countries, enabling people affected by crises and precariousness to educate themselves, dream and (re)build their lives. Thanks to its innovative tools, library of contents and expertise in mediation, BSF and its partners tackle the major challenges of the 21st century such as education, culture, citizenship, community building, health, employment or entrepreneurship.

At BSF, decisions are only based on the applicant's skills and qualities regarding his needs of recruitment within a respectful and inclusive process. BSF hires and employs individuals regardless of their gender identity, sexual orientation, religion, cultural or ethnic background, or disability.

UKRAINE RESPONSE PROGRAM

The Russian invasion of Ukraine in March 2022 led to massive population displacements within the country and in neighboring countries. Needs related to   protection, orientation, information and psychosocial support for displaced populations - mainly women and children -   are a priority alongside primary needs. 

Since the first semester of 2022, throughout Ukraine BSF has created several Ideas Box Hubs for emergency information, protection and psychosocial support in partnership with local, international and public organizations. The Ideas Box allowed to quickly deploy safe spaces for children that include psychosocial, educational, cultural and recreational activities. In each Ideas Box, books in Ukrainian, games and applications were selected, as well as digital resources (educational, information, cultural, entertainment videos, websites, applications, etc.) via the offline server. 

BSF also implemented digital learning centers to support displaced children in pursuing their   education   as well as adults in their access to   learning and information   . It also facilitated access to   mental health and psychological support   via provision of contents to partners. Moreover, in December 2024 BSF will finalize a project addressing needs in conflict-related sexual violence (CRSV), developed in partnership with the UN office of the Special Representative of the Secretary-General on CRSV.  

Now that BSF is identified as a relevant humanitarian actor in Ukraine, it is about to transfer its office and team from Lviv to Kyiv. Besides, in August 2024, among other projects it has concluded an 18-month long partnership with the Norwegian Refugee Council (NRC) to address, within the highly exposed Donetsk and Kharkiv oblasts, the population's needs in formal and non-formal education as well as in catch-up learning. 

In this context of expanding activities and increasing volatility of the conflict dynamic,  BSF is looking for a Country Representative to represent BSF in Ukraine, coordinate operations and everyday business, as well as to accompany the transfer of our office to Kyiv and the shift of our operations towards the East of the country, in a safe and secure manner  .

POSITION WITHIN THE ORGANIZATION

The Country Representative reports to the International Desk based at headquarters. He/she is responsible for the entire team in Ukraine and has under his/her direct supervision the Program coordinator, the Admin/Fin/HR coordinator and the Security and logistics coordinator. 

KEY RESPONSIBILITIES

The Country Representative establishes local partnerships and supervises the implementation of operations in the country: 

 1. Context and stakeholders' analysis and prospecting

• Analyzes the context, issues, and needs in relation to BSF's mandate and global strategy.
• Analyzes the humanitarian response and public educational and social policies in the region and maps the actors involved.
• Prioritizes contacts with stakeholders: public authorities, companies, foundations, and potential donors for BSF, and responds to incoming requests.

2. Representing BSF in Ukraine

• Is BSF's legal representative in Ukraine with relevant administrative implications. 
• Coordinates with local and national authorities to secure humanitarian access and build acceptance.
• Represents BSF in relevant coordination spaces and clusters with local authorities, other NGOs and relevant actors.
• Contributes actively to BSF's reach in Ukraine with regards to local and international actors.

 3. Design of the development strategy, fundraising and partnership follow-up

• Develops and/or validates thematic, geographic, and partnership intervention strategies consistent with the organization's mandate, vision, and financial capacities, in consultation with the Operations Department and General Management.
• Builds relationships with potential financial and operational partners to strengthen existing relationships and further develop BSF's strategy and programs for scale-up and future funding.
• Identifies funding and operational opportunities.
• Oversees, develops and drafts the response to calls for proposals from donors with the support of the program teams.
• Develops BSF's network in Ukraine, building links with organizations and institutions and bringing together prominent personalities, friends and supporters of the NGO.

 4. Operations management

• Guarantees the quality of operations in the country of intervention.
• Ensures sound budgetary management of implemented projects.
• Ensures budget planning and monitoring of the budget.
• Ensures the feedback and dissemination of information on operations to headquarters and vice versa from headquarters to the field.
• Participates in cross-functional projects led by the Operations Department, aiming to reinforce and model the expected quality standards according to the needs identified.
• Validates reports from financial and operational partners.
• Inform the desk at HQ through regular updates and request approvals from HQ in a timely, relevant, proactive manner.
• Actively contributes to the strengthening of procedures/processes both for programs and in conjunction with other departments (logistics, finance, etc.) in order to comply with donor requirements and ensure compliance with this regulatory and contractual framework in operations.
• Supports the updating of compliance and accountability procedures and ensures that these procedures are respected.
• Ensures compliance with local regulations including regular reports to authorities, compliance with tax and labor laws as well as any other regulations applying to NGOs.
• Carries out diagnosis and monitoring missions in the country.  

5. Structuring the BSF Ukraine office

Ensures, with the support of HQ and in coordination with the Administration Finance Logistics officer the development and implementation of internal procedures and the optimal functioning of the office in the country: set up/monitor the HR, administrative, security, logistical and financial procedures of the mission.

 6. Security management

• Oversees risk analysis and monitoring of the security environment.
• Oversees the development, review and implementation of mission security plans in coordination with the Director of Logistics & Security and the Deputy Director of International Operations.
• Is responsible for the implementation of the Security Plan & Measures in Ukraine.
• Participates in the crisis management team in the event of a security incident.
• In coordination with the Security and logistics coordinator, briefs new staff on the security context of the country and the mission.
• Ensures all BSF security management tools are timely and thoroughly updated and/or documented.

7. Team Management

• Recruits, onboards, trains and supervises staff for the good functioning of the mission.
• Ensures the respect of local labor laws and supports the elaboration of HR policies for national staff.

QUALITIES AND QUALIFICATIONS  

Education and experience: 

• You have a higher education degree and significant professional experience in an international position involving high-level representation to international networks, institutional donors and private funders. You have a good understanding of the humanitarian environment, and of international cooperation.
• Endowed with great leadership, you have a proven ability to raise funds, drive change, and build support around innovative projects. Recognized for your skills in organizational, transformation and internal structuring, you have experience in mobilizing human, financial, logistical and technical resources.

Specific Skills and qualifications:

• Proven management skills
• Mastery of the project cycle
• Administrative and financial management/monitoring of projects and contract management
• Ability to work in sensitive and complex political and security contexts and in a multicultural environment
• Respect for BSF's values and principles
• Mobility in the field is essential
• Fluency in English. 
• Ukrainian and/or Russian is an asset.

RECRUITMENT CONDITIONS:  Position open to expatriates and national contracts

• Duration of the contract: 12 months
• Starting date :  Asap
• Workplace:  Kyiv with frequent travel within Ukraine

If expatriate contract:

• Type of contract:  Fixed-term contract under French law (expatriate) - CDD d'usage
• Remuneration: Between 3000 and 3800€ gross/month
• Benefits of the expatriate contract:
  1. Monthly allowance for living expenses: 600€/month
  2. Accommodation: covered by BSF 
  3. Social protection system adapted to expatriation (CFE, complementary health, providence, repatriation assistance and civil liability)
  4. Break every 2 months, for a duration of 3 working days + 1 weekend, BSF will cover expenses up to 500 € (transport, accommodation, per diem)
  5. 2.5 days off/month and 1.17 additional days of rest/month (RTT) 
  6. A return flight ticket for leave, once a year, after 6 months of contract
• Other  information: This is an unaccompanied position.

If national contract: 

• Type of contract:  Fixed-term employment contract, under Ukrainian law
• Remuneration: depending on experience and salary grid of BSF

TO APPLY

Please fill out the following form (including the sending of CV and cover letter in English) by the 27th of October, 2024 at the latest:    https://www.bibliosansfrontieres.org/agir/travailler-chez-bsf/