Head of Sub Office in Premiere Urgence Internationale

Premiere Urgence Internationale (PUI)is a non-profit, non-political and non religious humanitarian NGO. PUI started humanitarian intervention in Ukraine in February 2015. The mission's objectives are to improve or restore equitable access to primary health care for the local and displaced population affected by the military conflict and to improve their living conditions by covering their fundamental needs.Place of work: Pokrovsk / Dnipro's Sub OfficeOverall Objective:Under the supervision of the Field Coordinator, and through delegation of his/her authority, the Head of sub office has the overall responsibility for the proper operational management and direction of PUI’s activities in Donetsk Oblast, in his/her geographical area of intervention in Donetsk. The Head of sub Office also monitors the context to ensure programing is relevant and responsive to priority needs. In this capacity, S/He is also responsible for representing PUI in Donetsk region at the field level, including in coordination with other agencies, and for providing the direct link in communications between the Field coordinator ,Team and the Country team.S/he is also responsible of the office management, fleet, staffs in the Region.Lastly, the Head of sub office provides security management of his geographical area and ensures all safety and security measures, including contingency plans and standard operating procedures.Tasks and Responsibilities:The Head of sub office has responsibility for the overall timely delivery of PUI’s programs portfolio in his/her geographical areas of operations (Donetsk Region).With the support of the Programs managers and Field Coordinator, s/he has overall responsibility for proper delivery of programs and the smooth running of support services in Donetsk Oblast.S/He also has the delegation of the Field coordinator for the safety and security of good and people under the responsibility of PUI in the areas of intervention in Donetsk.The Head of sub office is at the source of program development and operational positioning in Donetsk area, in line with PUI.country strategy and in conjunction with programmatic and operational technical coordinators.The Head of sub office, as a member of the Base Management Team contributes to the fulfilment of the aims and objectives of PUI’s Dnipro Base in the country through other tasks as required and/or directed by the Field Coordinator.Context analysis and participation in the implementation of the partnerships strategy: S/he participates in the context analysis of region(s) of base areas of interventions, explorations of the new locations, provides his / her inputs for the potential projects for the base in terms of identified gaps of humanitarian aid provision.Support to the program team in communication and collaboration with external stakeholders: S/he responsible for establishing.and maintaining communication and collaboration with external stakeholders on oblast level, proper documents flow of activities implementation in coordination with program team, liaising the collecting documents from external actors, and proper archiving.Internal and external Coordination: S/he actively participates in internal service mapping and provides support to base program.team on referral mappings, with a focus on civil society organizations. And networking with several entities including the local authorities.Liaison and engagement with local authorities at a base level: S/he provides support to the base management and program team on establishing and maintaining contacts with oblast, raion, and hromada level local authorities, provides support during external meetings, and is participating in data collection of the achievements of PUI activities in areas of intervention.Specific Objectives and Linked Activities:1. TO PARTICIPATE IN THE CONTEXT ANALYSIS ON THE BASE LEVEL, IDENTIFICATION OF THE GAPS IN HUMANITARIAN AID PROVISION AND POTENTIAL AREAS OF INTERVENTIONS/he participates in the development of the operational strategy on a base level, identification of the gaps in humanitarian aid provision, potential partners for future projects;S/he participates in the exploration of new locations for activities implementation;S/he responsible for establishing contacts with local authorities and a proper follow-up with them;S/he ensures the data and information provided by PUI to external stakeholders are relevant and timely;S/he is responsible for gathering a feedback on PUI’s activities from local stakeholders;S/he monitors the evolution of humanitarian support provided by local actors in base areas of intervention.2. ENSURE THE SAFETY OF PROPERTY AND PEOPLE OF THE SUB-OFFICE :S/he ensures that the safety plan for the sub-office is up-to-date, and that everyone knows and understands it (both international and national staff). He/she has to update contingency security plans for special circumstances like shelling or attacks or changes in security context.S/he ensures data collection relative to the safety on his/her field of operations, provides analyses, and disseminates them to his/her immediate supervisor regularly or on an ad-hoc basis if urgent.S/he verifies that the material and human resource means at his/her disposal are adequate to ensure the optimal safety of teams, materials and beneficiaries.In the event of a security incident, (regardless of whether it took place or was avoided), he/she ensures that the information is transmitted to his/her immediate supervisor immediately, and reported upon in accordance with PUI guidelines.S/He is responsible for writing incident report to be disseminated to his line manager immediatelyS/he is in charge of supervising the work of the Security and Liaison Officer. S/he ensures that this staff has all the necessary tools to create and maintain good relationship with local administrative or security stakeholders.3. Internal and external coordination and representationS/he gathers, analyses and disseminates internally relevant information about the humanitarian context, identified needs, government policies and stakeholder activities to inform program planning and decision-making;S/he provides support for program team members during external meetings and is covering the absence at the meetings with Clusters the responsible colleagues, if required;S/he actively participates on gathering and presentation of the information for internal service mapping;S/he provides support to base program team on referral mappings, with a focus on civil society organizations.4. Liaison and engagement with local authorities at Oblast levelS/he provides support to the base management and program team on establishing and maintaining contacts with oblast, raion, and hromada level local authorities and a proper follow-up;S/he provides support for the base management during meetings with local authorities;S/he is actively participating in data collection of the achievements of PUI activities in areas of intervention and follow-up on this the local authorities, if required;5. ENSURE LOGISTICAL, ADMINISTRATIVE AND FINANCIAL SUPPORT FOR THE BASEWith support from the logistics team at the vase, he/she ensures that the needs of the sub office are met (support, programming) and address these needs to the Admin & Fin manager each month, while making sure that all donor’s andinternal procedures are respected, and that commitments are in line with available budgets.S/he ensures that the office is equipped with the minimum of infrastructure (offices and housing, stores, Pharmacy and hibernation spaces) necessary for the execution of the work and accommodation of teams, in optimal conditions of safety.S/he is responsible for cost optimization; and uses budget tracking to achieve this; he/she ensures adequate financial resources for the running of the base.Regarding budget monitoring, he/she participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to his/her immediate supervisor and to the Admin & Financial Coordinator.S/he ensures that accounting processes are respected by the admin team department,at the sub office and communicated to the Admin & Financial manager according to the agreed calendar.Together with the Admin & Finance manager, he/she ensures that a system of internal oversight is in place at the sub office.S/he ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.Required Knowledge and Skills:REQUIREDHumanitarian values / Humanitarian NegotiationsDESIRABLE: University degree in relevant field (Political Science, Admin management, but not only)PROFESSIONAL EXPERIENCESREQUIRED - Min. 2years of work in NGO sectorDESIRABLE - Experience with PUI, Experience with INGOs, Experience in Logistics, Experience with project managementKNOWLEDGE AND SKILLSREQUIRED -Very Good writing skills, Excellent communication skillsDESIRABLE -Ability and interest to learn new and adaptLANGUAGESREQUIRED -Ukrainian, Very good EnglisDESIRABLE - RussianSOFTWAREREQUIRED -Office packDESIRABLE - Excel / Word*********Required Personal Characteristics*********(fitting into the team, suitability for the job and assignment)- Ability to work independently, take the initiative and take responsibility in a proactive approach- Self-motivated, flexible and adaptable to the needs of the team and organization- Strong commitment in humanitarian principles-Resilience to stress-Diplomacy and open-mindedness- Good analytical skills- Organisation and ability to manage priorities and varied workload- Ability to guarantee effective and timely outputs- Problem solving and leadership skills- Ability to work and manage professionally and maturely- Ability to integrate into the local environment, taking account of its political, economic and historical characteristicsCONDITIONSStarting time: ASAPHOW TO APPLY:Interested candidates should submit their CV and cover letter in English including at least 2 reference contacts.Only candidates shortlisted will be contacted.PUI reserves the right to close the vacancy prior last day of application submission.- HR Manager