Background

The National Democratic Institute (NDI) is a non-profit, non-governmental organization that works to strengthen democratic institutions around the world by engaging civil society and promoting openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992. For more information about NDI, please visit: www.ndi.org 

General overview of the position

The Director of Administration and Operations will provide oversight and leadership for the Administration, Operations and Finance team within NDI Ukraine. This will include overseeing a large and diverse team, managing day-to-day operations of all aspects, monitoring expenses against grant budgets, supervising all Administrative and Financial staff, including the Operations, Accounting, and Human Resources teams, coordinating with and providing informed recommendations to the country security manager and management teams in Ukraine and Washington, DC and ensuring compliance with multiple donor financial reporting requirements, along with NDI policies and procedures. The Director of Administration and Operations will also oversee any and all government reporting requirements, including registration processes. The Director of Administration and Operations will become a part of the Senior Management Team as well as being the main point of contact on financial reporting and compliance with relevant teams at NDI headquarters in Washington, DC. 

The Director of Administration and Operations will be supervised by the Resident Senior Country Director. This position is based in Kyiv, Ukraine. 

Primary Responsibilities

Management and Leadership

• Manage a large and diverse team, consisting of NDI Ukraine’s Administrative, Finance, Human Resources, Operations, and Procurement staff;

• Develop and implement team goals and strategies in alignment with organizational and office-wide objectives; 

• Provide guidance and support to team members, promoting professional development and growth;

• Foster a positive and productive work environment; 

• Collaborate across teams to build understanding and further organizational processes and goals;

• Represent the team in conversations on relevant issues with donors, partners, and with staff in NDI’s headquarters; and

• Serve as a member of NDI Ukraine’s Senior Management team, and make relevant recommendations and contribute to decision-making processes.  

Administration and Operations

• Support the Resident Senior Country Director with day-to-day operations of the Ukraine office;

• Liaise with NDI’s DC-based administrative departments to ensure all significant administrative issues are addressed and resolved appropriately, and that all follow-up is performed as requested;

• Provide guidance and counsel to international and national staff on administrative, visa and residency regulations and human resource matters, in consultation with DC-based colleagues;

• Ensure compliance with national laws, NDI, and donor administrative and reporting requirements, as well as appropriate implementation of field office policy manuals and handbooks;

• Ensure all NDI staff are informed of and well trained in all application of policies and procedures;

• Manage vendor relationships, and oversee procurement processes including the development and distribution of tenders and review of resulting bids; 

• Guide contract and lease development and ensure compliance with NDI policies and donor requirements;

• Oversee registration processes for new grants, liaise with relevant government departments, and ensure compliance regarding registration across NDI Ukraine programming; 

• Provide regular updates to Senior Country Director and NDI headquarters on the status of NDI Ukraine registration compliance, and any changes in local labor or tax laws;

• Implement administrative and human resources systems, in consultation with Ukraine office management and relevant DC-based staff, to support NDI’s programs in Ukraine;

• Work with program staff to determine current and projected recruitment needs and assist in hiring, onboarding and training new staff; and

• Provide guidance and counsel to international and national staff on administrative and human resource matters, in consultation with the DC-based Human Resources team.

Finance

• Provide oversight of Ukraine-based financial operations for programs, currently funded by multiple donors including USAID, GAC, DRL, Sida, FCDO and others; 

• Manage all aspects of accounting and budget forecasting for the Kyiv office, including the supervision of accounting personnel;

• Communicate regularly with NDI DC-based International Accounting team on questions of expenditures, compliance, and other financial matters;

• Monitor program expenditures and monthly office expenses, including budget to actual expenses, and report on financial results and cost projections to management in Kyiv and Washington, DC;

• Implement and use accounting and financial systems to support quality delivery of work;

• Train and guide NDI’s finance staff on NDI’s policies and procedures, donor grant compliance requirements, and bookkeeping and internal controls;

• Oversee compliance with internal controls and accounting procedures;

• Serve as main point of contact with external vendors supporting NDI financial operations, including payroll, taxes and other services;

• Introduce and implement additional practices and procedures to strengthen internal control mechanisms;

• Oversee banking, including preparing monthly wire transfers and regular payments;

• Ensure all financial and accounting reports are prepared and submitted in a timely manner; and

• Manage field grant audits and assist DC on grant audits.

Required Skills and Experience

• Bachelor’s Degree in finance, accounting, business administration and/or a related field, Master’s degree preferred;

• Minimum of ten (10) years in administration, operations, or financial management, preferably for an international NGO working with USAID and other donor funding;

• Demonstrated management experience, including leading large and diverse teams;

• Strong analytical approaches to problem solving combined with demonstrated ability to proactively identify procedures and policies to improve information sharing, knowledge management, and the overall efficiency and organization of regional programs and activities;

• Knowledge of budgeting, budget oversight, generally accepted accounting principles and the practical application of financial systems;

• The ability to design and implement accounting systems suitable to a challenging and volatile environment;

• Proven experience of leading a dynamic team at operating at pace;

• Demonstrated experience interpreting and administering policies pertaining to national labor codes;

• Ability to manage multiple tasks simultaneously; follow through on multiple tasks in a fast-paced work environment; set and meet deadlines; and complete tasks with minimal oversight;

• Strong interpersonal skills and demonstrated ability to communicate clearly and effectively in writing and verbally with a diverse group of co-workers, partners, and the general public;

• Previous experience with international grants administration preferred;

• High level of attention to details in all aspects of work responsibilities;

• Strong written and verbal communications skills combined with the ability to work collaboratively with administrative, operations, finance and human resource staff, as well as program staff;

• Experience with virtual tools, including: spreadsheet software (Microsoft Word and Excel preferred); accounting software, including Quicken; and experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.) strongly desired; and

• English language fluency required.

Remuneration Package

NDI Ukraine’s salaries are subject to applicable employment taxes established by the government legislation. Gross salary reflects a 40-hour per week work schedule. Healthcare insurance coverage is available from the first day of employment. The full benefits of local staff members of the NDI-Ukraine office after the probation period include 20 days of paid vacation leave per year, paid sick leaves, and officially observed Ukrainian holidays.

Deadline: The deadline for submitting the required documents is March 28, 2024. Only selected candidates will be invited for a written test and a subsequent interview.

Interested applicants should fill in the online application form under the link. 

The NDI Ukraine is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious, ethnic, and social backgrounds to apply to become a part of the organization.

The NDI Ukraine is committed to fostering a diverse and inclusive workplace, and encourages all applicants, regardless of their abilities, to apply to become a part of the organization.

NDI Ukraine has the authority to re-promote the vacancy, terminate the recruitment process, provide an appointment at a lower grade, or offer an appointment with a revised job description or for a different duration.