Base Coordinator - Mykolaiv, Ukraine

Only CV submitted through our website will be considered

POSITION OBJECTIVES
Under the supervision of the Head of Support Services with Technical Management from Finance Coordinator, Procurement Coordinator, Logistics Coordinator, and the HR Coordinator, the Base Coordinator to coordinate, facilitate and administer the smooth running of office(s) and guest house(s) assigned to them. Management of direct staff, such as Admin & HR Officer, Logistics Officer, Procurement Officer, drivers, cleaners, and general duty personnel to ensure optimal operational capacity is maintained. S/he will coordinate tasks which crosscut and falls within other departments remits, through respective focal points and in line with DCA Ukraine programme policy and procedures.

Regardless of the content of this job description the employee is expected to participate in any task necessary for the organization always delegated by the manager.

Support the management of admin, HR, Procurement, Logistics and finance processes in the base, in line with DCA processes and procedures, donor regulation and national legislation

• Ensure all staff receive inductions, Code of Conduct training and relevant training and capacity building to meet KPIs
• Ensure smooth day-to-day running of base, including responsibility for management and maintenance of the DCA Office/Guesthouse, management of office supplies and consumables, ensuring prompt payment of suppliers, and maintaining and overseeing guard schedules
• Weekly, liaise with his/her line manager and provide updates on pending tasks.
• Meet and greet office visitors, as and when required.
• Liaise with local authorities and represent DCA, only when directed to by line manager.
• Facilitate translations, including writing official letters and printing documents/forms.
• Manage and collect complaints and submit them to the Complaints Committee.
• Facilitate and coordinate weekly meetings, among support staff within his/her respective office(s).
• Handle employee grievances and disciplinary issues; Impartial mediation in disciplinary procedures.
• People management of direct reports (incl. development, performance & recruitment)
• Raising of PRF(s), in relation to office and guest house supplies, such as stationery and cleaning materials etc.
• Raise quarterly stock request forms for office consumables and monitor usage, including monthly reports.
• In conjunction with support function staff, compile and submit monthly cash requests.
• Support and mentor staff members by identifying clear deliverables and providing training
• Ensure all maintenance work that is required at the office/guest house(s) is carried out by general duties staff.
• Assign and manage accommodation for visitors and permanent staff at his/her location.
• Ensure the cleanliness of the office and guest houses are maintained at all times.
• Any other duties, as requested by line Manager.

Department: Ukraine

Deadline: 19 December 2024

Location: Mykolaiv