Ukraine Country Representative

Background

On the 24th of February 2022, the Russian army invaded Ukraine. As a result, the humanitarian situation all around Ukraine rapidly deteriorated. According the UNOCHA overview of August 2023 there are currently 17,6 million people in need of assistance within Ukraine of which 5,1 million IDPs. About 5,9 million refugees are in European countries. 

The humanitarian response over the last 18 months has been enormous, with a big role for Ukrainian civil society (NGOs, volunteer groups) and local governments. SV worked from the start of the war through pre-identified international partners, namely PIN, PAH and Intersos. At a later stage SV has started to support a number of volunteer initiatives from the Netherlands and started to work closely with a number of Ukrainian organisations. 

SV and Considerations

The Refugee Foundation (SV) is an emergency aid organization that supports partner organizations worldwide in helping people on the move. In the event of an acute emergency, SV provides funding to international and national partners to provide immediate assistance, such as shelter, medical care, clean drinking water and sanitary facilities. In the Netherlands, SV provides the Dutch public with information about the situation of refugees and displaced persons and about emergency aid in general. 

In January 2023, SV has set up a small representative office In Ukraine (Odesa). It is for the first time in its history that SV works with an in-country team to support projects and partners. This follows from SV’s strategy 2020-2024 which states that SV wants to become more operational. As a result, structures and reporting lines as well processes and procedures are out of the ordinary and under constant development, whilst SV’s humanitarian projects are being implemented. Members of the Ukraine team contribute to establishing the new ways of working as well and to making procedures robust in support of the programming. 

Operational directions for 2024

• The current SV programmes consist of three parts: 
• Direct Aid projects whereby SV funds partners (food parcels, hygiene kits, vouchers and rehabilitation) including a series of small grants projects. 
• Project “Artsenhulp” whereby hospitals situated close to the frontline receive medical supplies.  
• SV supported projects on Non-Communicable Disease and Mental Health 
• All programmes are implemented through sub-granting Ukrainian partners, except the Medical Supply Project that is implemented by SV directly with the support of Ukrainian logistics partners. Working with Ukrainian partners includes support to strengthening the organisation of the partner. 
• The support to international partners’ programmes will be phased out in 2023 in favour of partnering with Ukrainian organisations but could in exceptional cases still be considered (for instance demining). 
• Special attention needs to be paid to learning from the SV experiences in Ukraine with a representation in-country, as well as to the possibilities this opens for monitoring and evaluation.   

Place in the organisation

The country representative will report to the Head of Programmes and Advocacy in The Hague. The country representative leads the SV Ukraine team that consists of the following team members: 

• Country representative (Odesa based). 
• Relief coordinator (50% Odesa, 50% The Hague) 
• Programme and partnership officer (Ukraine based)  
• Medical coordinator (Odesa based)  
• Health Officer (Odesa based) 
• Medical Supply Monitoring Officer (Ukraine based)   
• Programme Officer Ukraine Crisis (The Hague based) 
• Security and logistic officer (Odesa based)  
• A Logistics Team of 3 for the medical supply programme (NL based) 

The role of the SV Country representative

The SV Country Representative is overall accountable for the implementation of the SV Ukraine country strategy, all projects/programmes with SV funding in Ukraine, security, administration, HR and the finance set-up of the country representation.  

Strategy

• Ensures implementation of the Ukraine country strategy and ensures it is updated as necessary in order to stay in-line with the humanitarian needs in-country and the capacities of SV.   
• Monitors the context and looks for opportunities to keep the SV response relevant 
• Identifies key risks for SV and works on policies to mitigate these 
• Liaise with SV’s communication department to ensure relevant communication on Ukrainian context and SV’s work. 

Oversight of the programmes

• Ensures processes of grant management with international and national partners are adhered to 
• Steers the programme team towards the development and implementation of SV’s priority programmes: Direct Aid projects as well as projects on Non-Communicable Disease and Mental Health. 
• Steers the “Artsenhulp” Medical Supply project, in collaboration with the Medical Coordinator, with special attention of issues of legality, needs based supply, local procurement and warehousing, approval of requests, approval of payments and HR set-up in-country. 

Representation

• Represents SV towards authorities in Ukraine, towards donors and Dutch embassy.  
• Shares representation duties to partners with the Relief Coordinator and the Medical Coordinator 

Evaluation and Learning

• Ensures an evaluation plan is in place and implemented 
• Drives the organisational learning for SV, including reflections on the best set-up for the next two years, as well as reflections about what this set-up can mean for SV as an organisation.  

Monitoring

• Ensures regular field monitoring of all SV funded project and programmes takes place.  
• Monitoring is largely delegated to staff directly involved in the different projects.  

Funding

• An up-to-date spending plan is in place 
• All SHO requirements (100% spending in 3 years, 50% of the programmes evaluated) are adhered to 
• Scans for new donor opportunities, private and institutional (for instance ECHO, Ukraine Humanitarian Fund or RVO). For private donors the work will be done in collaboration with Head of Fundraising.  

Security / Access

• Ensures security and evacuation plans are kept updated and adhered to  
• Ensures that team members travelling are properly followed  
• When required works out a humanitarian access strategy  
• Organisational risks are identified and addressed, for instance through writing and implementation of required policies.  

Management / HR

• Given that a hybrid model (Ukraine/Netherlands) is in place, works towards strengthening the internal communication in the Ukraine team.  
• Works with Head of Internal Affairs towards HR/admin guidelines for locally hired staff. 
• Works with Head of Internal Affairs on an office budget, and administrative and financial in-country procedures. 

What do we expect from you?

• Significant and senior experience leading humanitarian programs in complex crises (at least five years of demonstrable foreign work experience) 
• Relevant education at university level, for example humanitarian affairs 
• Comprehensive knowledge and applied experience in operational planning and humanitarian principles  
• Knowledge and applied experience of context and conflict analysis, risk management, program criticality, and remote management 
• The work environment can be hectic and unpredictable at times, which make flexibility, thinking out-of-the-box and eagerness to act important qualities 
• Social and managerial skills are required to manage a team working in a networked approach.  
• Ability to contribute to the strengthening of SV’s organizational capacity and set-up 
• Demonstrable work experience in Ukraine has a strong preference 
• Excellent coordination, communication, negotiation, diplomatic and interpersonal skills 
• Able to work independently with multi-cultural and multi-disciplinary teams 
• Excellent oral and written skills in English 
• In addition, knowledge of Russian or Ukrainian is an advantage.  
• Being enthusiastic, creative, flexible an pro-active 
• Willingness to travel to conflict areas in Ukraine 
• You endorse the goals and aims of the Netherlands Refugee Foundation.  

What do we offer you?

• A position based in Odessa with frequent travels in the country 
• A dynamic position in an enthusiastic organization of about 40 employees.  
• A function with room for own initiative and new ideas.  
• An employment contract for initially one year with the prospect of renewal.  
• Salary and working conditions appropriate for a non-profit organization, depending on education, experience and age.  

Stichting Vluchteling has a Code of Conduct, containing the values and principles of the Refugee Foundation, including with regard to integity & reliability and the prevention of any form of discrimination and / or abuse of power. Every employee must endorse these and act accordingly at all times. Taking references and requesting a Certificate of Good Conduct (VOG) are part of the application procedure. Stichting Vluchteling participates in the Inter-Agency Misconduct Disclosure Scheme. 

Something for you? Then respond as soon as possible.

Send an e-mail before 11-10-2023 with your motivation and your resume to Benoit De Gryse, via solliciteren@vluchteling.nl stating “Ukraine Country Representative”. Applicants will be notified before 15-10-2023.

For more information about this vacancy, please contact the SV head office  +31(0) 703468946 during working days.