Country Representative – Ukraine

ABOUT BSF

Founded in 2007 by the French historian Patrick Weil, Bibliothèques Sans Frontières (Libraries Without Borders) is an NGO that empowers vulnerable populations by sharing culture, education and information. It implements inclusive and innovative projects in 30+ countries, enabling people affected by crises and precarity to educate themselves, dream and (re)build their lives. Thanks to its innovative tools, library of contents and expertise in mediation, BSF and its partners tackle the major challenges of the 21st century such as education, culture, citizenship, community building, health, employment or entrepreneurship.

At BSF, decisions are only based on the applicant’s skills and qualities regarding its needs of recruitment within a respectful and inclusive process. BSF hires and employs individuals regardless of their gender identity, sexual orientation, religion, cultural or ethnic background, or disability.

UKRAINE RESPONSE PROGRAM

The Russian invasion of Ukraine led to massive population displacements within the country and in neighboring countries. The issues of protection, orientation, information and psychosocial support for displaced populations – mainly women and children – are a priority alongside primary needs.

Since March 2022, the Bibliothèques Sans Frontières network in Europe – BSF France, BSF Belgium, BSF Italy and BSF Switzerland – have been mobilized to deploy emergency, reception and integration solutions for Ukrainian refugees in countries bordering Ukraine and since September, in Ukraine.

BSF created Ideas Box Hubs for emergency information, protection and psychosocial support in partnership with local, international, and public organizations. The Ideas Box allowed to quickly deploy safe spaces for children that include psychosocial, educational, cultural and recreational activities. In each Ideas Box, books in Ukrainian, games and applications were selected, as well as digital resources (educational, information, cultural, entertainment videos, websites, applications, etc.) via the offline server.

As part of this response, BSF currently operates 10 Ideas Box through its local partners: 3 in Poland, 2 in Moldova and 5 in Ukraine. In Ukraine, BSF also implements digital learning centers to support displaced children in the continuity of their education as well as adults in their access to learning and information. It also facilitates access to mental health and psychological support via provision of contents to partners. Moreover, BSF will shortly launch a project on conflict-related sexual violence (CRSV) through its partnership with the UN office of the Special Representative of Secretary-General on CRSV.

BSF is now looking for a new Country Representative in Ukraine to support the development of the organization in this country and to oversee the implementation of ongoing and new programs.

POSITION WITHIN THE ORGANISATION

Under the authority of the Eastern Europe Manager, the Country Representative is responsible for the development of BSF in the country. He/she is responsible of the all team in Ukraine and has the Program coordinator and AFL officer under its direct supervision.

KEY RESPONSABILITIES

The Country Representative establishes local partnerships and supervises the implementation of operations in country:

1/ Context and stakeholders’ analysis and prospecting

• Analyzes the context, issues, and needs in relation to BSF’s mandate and global strategy;
• Analyzes the humanitarian response and public educational and social policies in the region and map the actors involved;
• Prioritizes contacts with stakeholders: public authorities, companies, foundations, and potential donors for BSF, and respond to incoming requests;
• Drafts and consolidates the corresponding reportings.

2/ Representing BSF in Ukraine

• Is BSF’s legal representative in Ukraine with relevant administrative implications;
• Coordinates with local and national authorities to secure humanitarian access and build acceptance;
• Represents BSF in relevant coordination spaces and clusters with local authorities, other NGOs and relevant actors;
• Contributes actively to BSF’s reach in Ukraine with regards to local and international actors.

3/ Design of the development strategy, fundraising and partnership follow-up

• Develops and/or validates thematic, geographic, and partnership intervention strategies consistent with the organization’s mandate, vision, and financial capacities, in consultation with the Operations Department and General Management;
• Builds relationships with potential financial and operational partners to strengthen existing relations and further develop BSF’s strategy and programs for scale-up and future funding;
• Identifies funding and operational opportunities;
• Oversees, develops and drafts the response to calls for proposals from donors with the support of the program teams;
• Develops BSF’s network in Ukraine, building links with organizations and institutions and bringing together prominent personalities, friends and supporters of the NGO.

4/ Operations management

• Guarantees the quality of operations in the country of intervention;
• Ensures sound budgetary management of projects implemented;
• Ensures budget planning and monitoring of the budget;
• Ensures the feedback and dissemination of information on operations to headquarters and vice versa from headquarters to the field;
• Participates in cross-functional projects led by the Operations Department, aiming to reinforce and model the expected quality standards according to the needs identified.
• Validates reports from financial and operational partners;
• Inform desk at HQ through regular updates and request approvals from HQ in a timely, relevant, proactive manner;
• Actively contributes to the strengthening of procedures/processes both for programs and in conjunction with other departments (logistics, finance, etc.) in order to comply with donor requirements and ensure compliance with this regulatory and contractual framework in operations;
• Supports the updating of compliance and accountability procedures and ensures that these procedures are respected;
• Ensures compliance with local regulations including regular reports to authorities, compliance with tax and labor laws as well as any other regulations applying to NGOs;
• Carries out diagnosis and monitoring missions in the country.

5/ Structuring the BSF Ukraine office

Ensures, with the support of HQ and in coordination with the Administration Finance Logistics officer the development and implementation of internal procedures and the optimal functioning of the office in the country: set up/monitor the HR, administrative, security, logistical and financial procedures of the mission.

6/ Security management

• Oversees risk analysis and monitoring of the security environment;
• Oversees the development, review and implementation of mission security plans in coordination with the Director of Logistics & Security and the Deputy Director of International Operations;
• Is responsible for the implementation of the Security Plan & Measures in Ukraine;
• Participates in the crisis management team in the event of a security incident;
• Briefs new staff on security context of the country and the mission;
• Documents / updates relevant tools falling within the security management framework in a timely and relevant manner.

7/ Management

• Is responsible of his/her team. He/she has the Program coordinator and AFL officer under its direct supervision;
• Recruits, onboards, trains and supervises new staffs for the good functioning of the mission;
• Ensures the respect of local labor laws and support the elaboration of HR policies for national staff (including but not limited to salary scale and contract templates).

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