Head of Operations At Polish Humanitarian Action – Polska Akcja Humanitarna

General information:

Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with a representation office in Ukraine;

Position: Head of Operations

Reporting to: Country Director

Location: Ukraine, Kiev with some travel (less than 25%) expected to field offices

Job terms: Full-time, 12 months employment contract

Starting date: ASAP

About PAH:

Polish Humanitarian Action is a non-governmental organization providing humanitarian and development relief worldwide since 1992. So far, we have carried out interventions in 52 different countries, implementing projects in Water, Sanitation and Hygiene, Shelter, Education, Food Security and Livelihood and Psychological support. Our head office is located in Warsaw, we have also offices in Toruń, Olsztyn, Białystok as well as 6 national offices: in South Sudan, Somalia, Kenya, Yemen, Madagascar and Ukraine, where we employ mainly local employees.

Learn more about values and principles that guide us in our daily work, you can find them in the PAH Culture Book. It is not only a guide to our activities, but also a document presenting the foundations on which our organization is based: humanity, impartiality, neutrality and independence.

Join our team to make the world a better place.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly and single mothers, working in the sectors of Protection, WASH, MPCA, Food Security and Livelihoods.

For more information, please refer to www.pah.org.pl

Position summary:

The Head of Operations provides strategic leadership, operational oversight, and management to ensure effective support for humanitarian interventions in Ukraine. This role directly manages departmental managers across Logistics, Finance, Human Resources, and Legal teams while overseeing the operational activities of PAH’s area offices. The Head of Operations is a critical leader in organizational representation, partner and stakeholder engagement, and government liaison, ensuring compliance and alignment with PAH’s objectives and Ukrainian legislation. The position reports directly to the Country Director and acts as Deputy Country Director in their absence.

Key duties and responsibilities:

Operational Leadership and Management

• Provide direct management and mentorship to departmental managers (Logistics, Finance, HR, and Legal).
• Oversee operational support for PAH’s area offices in Kharkiv, Mykolaiv, and Dnipro, ensuring the effective implementation of humanitarian interventions.
• Ensure operational compliance with PAH policies, donor regulations, and Ukrainian legislation.
• Develop and implement operational strategies to support program delivery and organizational growth.
• Identify and resolve operational challenges with innovative problem-solving approaches.

Financial Management

• Accountable for all financial management, including budgeting, accounting, and cash flow oversight.
• Supervise the financial health of the country program, identifying risks and implementing mitigation strategies.
• Ensure timely preparation of budgets, financial reports, and external audits in compliance with donor and internal requirements.

Human Resource Management

• Oversee HR processes, including recruitment, onboarding, staff development, and performance management.
• Ensure alignment with Ukrainian labour laws and PAH HR policies.
• Develop and implement capacity-building plans for national and international staff.
• Foster a culture of collaboration and continuous improvement across the organization.

Legal Compliance and Liaison

• Collaborate with the legal team to ensure compliance with Ukrainian regulations for NGO operations.
• Oversee visa and work permit processes for expatriate staff, ensuring timely submissions.
• Lead engagement with government authorities and ensure accurate reporting to Ukrainian authorities.

Logistics Management

• Ensure logistics processes comply with internal and donor guidelines, mitigating risks such as corruption.
• Oversee procurement, supply chain management, and asset tracking across all operational locations.
• Support operational teams in optimizing logistical resources to enhance program delivery.

Coordination and Representation

• Actively engage with humanitarian actors, government authorities, and partners to foster collaboration and resource-sharing.
• Represent PAH at external meetings with partners, stakeholders, and authorities.
• Ensure effective communication and coordination between program and operational teams.
• Serve as Deputy Country Director during the Director’s absence, ensuring seamless leadership continuity.

The successful candidate will be selected based on the qualification requirements described below:

• Minimum of five (5) demonstrable years in senior management roles, preferably within the humanitarian or development sector.
• Proven experience managing multi-department operations (Logistics, HR, Finance, Legal).
• Demonstrable understanding of the Ukrainian context, with prior experience strongly preferred.
• Strong strategic vision and the ability to plan and implement operational strategies.
• Demonstrable conflict management, change management, and problem-solving abilities.
• Excellent interpersonal and communication skills, including negotiation and stakeholder engagement.
• Proficient in English, both spoken and written. Knowledge of Ukrainian and/or Russian language is considered a significant advantage.
• Advanced proficiency in operational management systems and Microsoft Office.
• Highly developed cultural awareness and ability to work effectively in diverse environments.
• Ability to manage sensitive information with discretion.
• Master’s degree in Business Administration, Operations Management, Humanitarian Management, or a related field
• Ability to obtain a Ukrainian entry and work visa. Previous/ Current Visa and/or work permit considered an advantage.
• Willingness to travel up to 25% of the time within Ukraine.

What PAH offers:

• Work experience with professional and flexible international NGO, which is one of the largest NGOs in the Central-Eastern Europe,
• Opportunity to work in a dynamic and motivated team,
• Professional development within the INGO context

For expatriate Staff, PAH offers the following additional benefits:

• Free accommodation
• Flights home covered at the beginning and at the end of the deployment
• R&R benefit
• Annual leave of 26 working days and 5 additional days of leave
• Medical insurance (including Emergency Evacuation)
• Psychological support package