Program Associate, Ukraine at Direct Relief

Summary:

In response to the ongoing humanitarian crisis in Ukraine and neighboring countries, Direct Relief is expanding its team to support relief and recovery activities. Direct Relief is seeking a Program Associate to support the coordination of medical aid assistance, grantmaking procurement, as well as team operational support, for the ongoing humanitarian response to the Ukraine crisis.

Under the supervision of the Senior Advisor, the Program Associate will support logistics management, strategy and compliance, and the efficient implementation of activities related to the Ukraine crisis relief and recovery efforts, as well as the day-to-day operations of the team and office in Warsaw.

This position is preferred to be based in Warsaw, Poland (though remote applications in the region will be considered) and includes up to 75% travel to Ukraine and other impacted countries. The position reports to the Senior Advisor and works collaboratively with the Ukraine Program Manager and Program Reporting Manager, as well as Direct Relief staff. Additional duties may be assigned as needs dictate.

This is a full-time contractor position for a minimum of one-year with the possibility of extension.

Key Duties and Responsibilities:

The following duties and responsibilities are essential but do not reflect all job functions performed by this position. Other comparable duties and responsibilities may be assigned as needed.

• Assistance with programmatic activity as it relates to shipments, grantmaking, and procurement
• Coordinating meetings and outreach
• Ensure that the team has the means, resources, and tools they need to carry out the activities – materials, equipment, services – for operational activity
• Assistance with the coordination of offers, orders, deliveries, and distribution of the donated products with the Ministries of Health in Ukraine and other NGOs, and affected countries
• Assistance with coordinating the importation process with relevant institutions, including custom clearance, in-country deliveries, and local warehousing
• Tracking and reporting confirmation and use of donated products
• Provide guidance to partners on humanitarian product support and delivery timelines
• Translation of shipment documents as well as related correspondence when necessary
• Ensure that the frameworks are available to implement security rules related to communications, movement, and office management
• Represent the organization in forums, amongst partners, authorities and different local actors involved in the logistics fields

It is the responsibility of every employee and contractor to contribute to a positive work environment through cooperative and professional interactions with co-workers, vendors, and constituents.

General Duties:

• Represent Direct Relief’s Ukraine relief and recovery team at meetings and other gatherings as requested
• Attend and contribute to coordination meetings with members of Direct Relief’s operations staff, as well as other teams at Direct Relief as needed
• Manage a series of systems used for programmatic activity, data management, surveying, and reporting and basic analysis
• Assist in maintenance of partner data and accounts
• Organize appropriate documentation for various programs
• Assist in management of financial paperwork and reporting
• Complete and track work requests
• Assist in the creation of work orders and other training documents
• Complete and submit reports on a timely basis

In addition, the contractor is advised to keep current with local news and events, informing Direct Relief’s Emergency Response staff of situations that might affect the day-to-day operations or long-term plans, and report potential problems and security concerns.

Qualifications:

• Must have fluency in Polish and English, knowledge of Ukrainian or Russian beneficial
• A minimum of three years of logistics/operations management experience in humanitarian sector; Bachelor’s degree in logistics, supply chain management, operations, transportation, or similar. Or equivalent combination of education and related work experience
• Strong management, organizational, report drafting and ICT skills
• High level of knowledge of procurement and supply chain in humanitarian context
• Experience in medical supply chain and customs/importation will be an asset
• Ability to travel internationally
• Good team spirit, sense of analysis, good organization, ability to adapt in fast changing environments
• Ability to use computers and related technology; proficiency in computer operating systems

About Direct Relief

Direct Relief is a humanitarian aid organization, active in all 50 states and more than 100 countries, with a mission to improve the health and lives of people affected by poverty or emergencies – without regard to politics, religion, or ability to pay.

Since its founding in 1948, Direct Relief has worked to help people who confront enormous hardship to recover from disasters and improve the quality of their lives.

Direct Relief’s work earns wide recognition from independent charity rating agencies and watchdogs, including a 100% fundraising efficiency rating from Forbes, a place on Charity Navigator’s list of the “10 Best Charities Everyone’s Heard Of,” and inclusion in Fast Company’s list of “The world’s most innovative nonprofits.”