Caritas Moldova is hiring Project Coordinator

Job Title:                                            Head of Operations

Location:                                          Chisinau, Moldova

Reports To:                                      Executive Director of Caritas Moldova

Expected Start Date:                      01.11.2023

Length of Assignment:                 3 months probationary period; with possibility of long-term extension based on performance

About Caritas Moldova

The Charity Foundation Caritas Moldova is the legal successor of the Religious Catholic Mission Caritas Moldova, headquartered in Chisinau municipality, 7 Sf. Andrei Lane, fiscal code no. 560019, registered under no. 36 on 10 May 1995 by the State Service for Religious Affairs within the Government of the Republic of Moldova. The organization's headquarters is in Chisinau, No 30/1 Gheorghe Asachi Street.

The Charity Foundation Caritas Moldova is one of the 49 members of the Caritas Europa Federation (www.caritas-europa.org) and a member of Caritas Internationalis (www.caritas.org). This global confederation reunites 160 catholic organizations of development, assistance in extreme cases and social service, provided regardless of race, religion, age, sex, occupation or political affiliation.

For 26 years now, Caritas Moldova has been a leading actor in the health and social assistance for people in need in the Republic of Moldova. Our actions and projects have a national scale and target the most affected areas, focusing on medical and social care for vulnerable people.

The main categories of beneficiaries of Caritas Moldova are aged persons with insufficient means for existence, persons with disabilities, incurable patients, children and young people, vulnerable families and one-parent families, socially isolated people, victims of disasters, homeless persons, and other vulnerable categories.

Job Summary:

As a member of the Country Program’s (CP) Senior Management Team, you will provide leadership and management of the operational functions - Finance, Human Resources (HR), Supply Chain/Warehouse Management, Administration, Information and Communication Technology, Security and Audit - in support of the Caritas Moldova’ mission to serve the poor and vulnerable. You will promote stewardship of resources, ensure principled compliance, proactively manage risk, and lead operational improvements. As part of the Senior Management Team you will proactively manage security and mitigate security risks.

Roles and Key Responsibilities:

• Contribute to the CP strategic planning and programming by providing input on needed investments in operations capacity – systems, processes and staffing – that meet CARITAS MOLDOVA’ standards, donor requirements, and local regulations and support high-quality programming. Represent CARITAS MOLDOVA, as needed.
• Plan, integrate, coordinate, and monitor day-to-day operations to ensure all support services are delivered with high-quality in an efficient manner. Address issues where operations support needs to be adapted for complex programming. Oversee the piloting of new operations initiatives that require the setting of new standards and systems
• Collaborate with programming leads to ensure appropriate project expenditures in line with financial plans and proper stewardship of material sources. Anticipate, identify and address challenges that affect the proper stewardship, risk, and optimal utilization of program assets and resources (financial, human, and material).
• Effectively manage talent and supervise. Manage team dynamics and staff well-being. Provide coaching, strategically tailor individual development plans, and complete performance management for direct reports. Monitor and assess performance to ensure adequate capacity for successful support of high-quality programming. Contribute to staffing plans and recruitment process of senior staff.
• With the Executive Director and Head of Programs oversee the preparation of annual budget plans and grant/project budgets to ensure they reflect maximum operational efficiency and budgetary compliance and mitigate risks. Set and provide technical oversight of internal processes for approving expenses, monitoring spending, and making budget adjustments in line with operational and programmatic needs and with donor requirements.
• Ensure the program is adequately staffed to meet CP needs and HR systems, policies and practices support a high-performance culture, staff development and retention. Assure quality personnel administration and a work environment that truly reflects the agency’s guiding principles.
• Oversee compliance with agency and donor requirements and local laws and regulations through periodic systems checks, review and assessment of CP’s operations policies and procedures. Act as lead contact and responder to issues that emerge from internal and external audits and provide recommendations and guidance to implement improvements.
• Create and maintain the proper conditions for learning. Establish a safe environment for the sharing of ideas, solutions, and difficulties and the capacity to detect, analyze and respond quickly to small deficiencies. Provide capacity strengthening guidance for project teams and partners, which includes cross-departmental learning.
• Oversee Security management and protocols as they apply to the Greece Country program, including oversight on safety procedures for field sites and offices. Ensure staff receive adequate security training and foster a culture of safety and security within the team.

Basic Qualifications

• Master's degree in International Development, Business Administration, Finance or relevant field
• Minimum of 5 years work experience in a management position with progressive responsibilities. Experience with an international NGO and experience outside country of origin preferred.
• Additional experience may substitute for some education; additional education may substitute for some experience.
• Understanding of financial systems, including budgeting and budget/expense analysis experience. Knowledge of Oracle accounting software or similar financial reporting software highly preferred.

Required Languages – Fluency in Romanian and English. Good knowledge of Russian language is an asset.

Travel - Must be willing and able to travel up to 30% to the field projects

Knowledge, Skills and Abilities

• Excellent strategic, analytical, systems thinking, and problem-solving skills, with capacity to see the big picture and ability to make sound judgment and decisions.
• Strong relations management abilities. Ability to work collaboratively
• Team leadership abilities
• Ethical conduct in accordance with recognized professional and organizational codes of ethics
• Proactive, resourceful, solutions-oriented and results-oriented

Preferred Qualifications

• Knowledge of multiple public donors’ regulations, including UN agencies, highly preferred.
• Staff management experience and abilities that are conducive to a learning environment.
• Knowledge of procurement and office administration/management issues.
• Ability to represent the agency at high levels
• Proficient in MS Office package (Excel, Word, PowerPoint), Web Conferencing Applications, and information and budget management systems.

Agency-wide Competencies (for all CARITAS MOLDOVA Staff)

These are rooted in the mission, values, and guiding principles of CARITAS MOLDOVA and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Integrity
• Continuous Improvement & Innovation
• Builds Relationships
• Develops Talent
• Strategic Mindset
• Accountability & Stewardship

Supervisory Responsibilities

Finance Manager; Supply Chain/Warehouse Manager; Human Resource Manager; Administrative Assistant

Key Working Relationships:

Internal Executive Director; Head of Programs; Program/Project Managers.

External Moldovan Government; Various vendors and suppliers

***Our Catholic identity is at the heart of our mission and operations. Caritas Moldova carries out the commitment of the Moldovan Catholic Church to assist the poor and vulnerable people of Moldova. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CARITAS MOLDOVA’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

CARITAS MOLDOVA' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

CARITAS MOLDOVA is an Equal Opportunity Employer

We thank all applicants for their interest, however only shortlisted candidates will be contacted