Senior Operations and HR Officer

Syrian American Medical Society Foundation

  • Днепр
  • Постоянная работа
  • Полная занятость
  • 27 д. назад
Job DescriptionPosition: Senior Operations and HR OfficerReports to: Country Program ManagerSupervision of: N/ADuty station: DniproTravel: up to 10% in field locationsPosition open to Ukrainian nationals or persons legally permitted to work in Ukraine.Duration and type of contract: 01/09/2025- 31/07/2026 Full-time*** SAMS will accept and screen applications on a rolling basis, until a suitable candidate has been identified. As soon as a qualified candidate is identified, the vacancy will be removed***About SAMSSAMS' mission is dedicated to delivering life-saving services, revitalizing health systems during crisis, and promoting medical education via a network of humanitarians in Syria, the US, and beyond. SAMS began in 1998 as a medical society that bridged knowledge between Syria and the US, transitioning into a humanitarian response organization in 2011 amidst the Syrian uprising. Aside from the US and Syria, SAMS has registered branch offices or local affiliate entities in Iraq, Jordan, Lebanon, Greece, Turkiye, Ukraine, and soon the occupied Palestinian territories. In 2024, SAMS provided some 4.4 million medical services for 1.46 million beneficiaries, through a network of over 100 health facilities and over 2,400 health workers in northern Syria, southern Turkey, the Attica region of Greece, Iraq, Jordan, Lebanon, Gaza, Morocco, Libya, and Ukraine.SAMS in UkraineSAMS established operations in Ukraine in 2022, in response to the Russian invasion. Leveraging over a decade of experience in delivering health services in conflict, working hand in hand with Ukrainian partners, SAMS supported 35 facilities in Ukraine in 2024, delivering Mass Casualty Management (MCM) preparedness with Mental Health and Psychosocial Support (MHPSS) to support Ukrainian health workers. Based on overwhelming demand, SAMS has secured funds to continue similar activities over the next 13 months, with the goal of achieving long-term resilience and sustainable health system preparedness by localizing MCM knowledge while simultaneously enhancing MHPSS support systems for healthcare workers. * Role and responsibilitiesThe Senior Operations and HR Officer will be working closely with the SAMS Senior Management Team, the Senior Operations and HR Officer is entrusted with a leadership role to implement human resources policies and administrative functions, will lead all procurement and related logistics activities ensuring adherence to internal and donor guidelines, will regularly update and communicate procurement data, scrutinize and ensure compliance of procurement files. Additionally, she/he will lead market studies, oversee inventory, spearhead archiving.This position requires an experienced professional who can manage the complexities of HR management, talent acquisition, and administrative oversight, including legal aspects. The position reports directly to the Country Program Manager and plays a crucial role in fostering a positive organizational culture and ensuring compliance with policies, procedures, and legal requirements.Key Responsibilities:
  • Track leaves and manage capacity building for the team on related policies and procedures.
  • Work with project leads/teams on budget for each project, spending plan at the onset of any project and continue to monitor expenditures throughout the project period.
  • Work with HQ Finance focal points on financial tool management and internal reporting when needed.
  • Works closely with the program managers to ensure expenditures align with the project budget lines.
  • Oversee and manage procurement processes, ensuring timely acquisition of goods and services in adherence to organizational policies.
  • Coordinate with operations teams to streamline transportation, storage, and distribution of materials, maintaining efficient supply chain operations.
  • Implement and improve operational processes to enhance overall efficiency and cost-effectiveness.
  • Works closely with the Senior Finance Officer, ensuring seamless communication and collaboration on finance-related HR matters.
  • Prepare payroll including, ensuring accurate and timely processing of salaries and related documentation.
  • Manage the recruitment process, for new hires, consultancies, and volunteers.
  • Lead the development of Procurement Plans in adherence to internal and donor guidelines.
  • Validate and revise Procurement Plans to align with actual implementations and forecasts.
  • Act as the primary contact for overseeing and circulating information on procurement file validation between program and support teams.
  • Ensure compliance of procurement files with internal Procurement Procedures and Donors' guidelines.
  • Collaborate with department teams to address any issues identified in procurement files and complete or correct required documentation.
  • Draft contracts, service contracts, and suppliers' contracts for review.
  • Review and submit purchase files requiring payment to the finance department.
  • Oversee and report the inventory of SAMS' offices and warehouses on a periodic basis.
  • Assist in preparing for internal and external audits.
  • Ensure the confidentiality of all correspondence, information, and operations.
  • Any other duties requested by supervisor related to scope of work.
Required Education and Essential Skills
  • Bachelor's degree in HR or a related field.
  • Minimum of 3 years of relevant work experience, preferably in similar roles within NGOs.
  • Good knowledge of Excel and other office applications.
  • Strong understanding of tax and fee regulations and the ability to apply this knowledge effectively.
  • Knowledge of current administrative rules and regulations for HR administration.
  • Strong understanding of tax and fee regulations and the ability to apply this knowledge effectively.
  • Proficiency in automated systems and advanced Excel skills.
  • Ability to adapt to and manage in high-stress, delicate, and potentially unstable environments, especially within the challenging context of Ukraine.
  • Good oral and written presentation skills and training/workshop facilitation skills
  • Working calmly under pressure and meeting strict deadlines.
  • An ability to work on own initiative, as part of teams of people of diverse backgrounds, and to have a flexible attitude towards work.
  • Fluency in Ukrainian, Russian and English (written and spoken) is required.
Personal Characteristics:
  • Ability to work independently and within a team
  • Enthusiastic and empathetic
  • Approachable, trustworthy, and discrete
  • Willingness to improve own knowledge and skills
  • Committed to equity and social inclusion
  • Conscientious, with an excellent sense of judgment
All SAMS employees are expected to work in accordance with the organisation's core values of non-discrimination, respect, inclusivity and accountability, and to adhere to SAMS' Safeguarding Policy Framework, including the Code of Conduct and Policy on PSEAH (Protection against Sexual Exploitation, Abuse, and Harassment), among others. These attitudes and beliefs shall guide our actions and relationships.To apply for this position please send you CV and motivation letter to careers@sams-usa.netIn the subject line please include: SAMS UKRAINE Senior Operations and HR Officer application.

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