Accountability & Safeguarding Manager in Ukraine

Country Programme: Ukraine

Base: Kyiv

Reports to: Country Director

About PIN Ukraine:

People in Need (PIN) has been active in Ukraine since early August 2014. Currently, PIN is one of the major humanitarian actors in Ukraine responding to the recent military escalation providing humanitarian aid to conflict-affected people across Ukraine. Since 2014, PIN has implemented emergency food and cash assistance, NFI, shelter, protection, livelihoods and WASH interventions supporting 3 million vulnerable IDPs, returnees and host communities in urban and rural areas. Since the escalation in February 2022 PIN has scaled up its response from working in 2 Oblasts to working in 23 of the 24 Oblasts in Ukraine, increasing its number of partners, staff, offices and budgets.

About the role:

Under the supervision of Country Director (CD), Accountability & Safeguarding Manager leads on the application and development of PIN Ukraine’s accountability and safeguarding policies, guidelines, procedures, standards, tools and capacity-building modalities. He/she works closely with the Protection Technical Lead, MEAL Manager and HQ Accountability and Safeguarding Unit, and with relevant staff from across senior management, programs, MEAL and operations, especially human resources department.

These will be your main tasks:

Accountability:

• In close coordination with HQ-based Accountability Manager and Safeguarding Advisor, lead on the application of PIN Code of Conduct and Key Policies, guidelines, procedures, standards and tools at the Country Program (CP) level.
• Ensure PIN and partner staff , and suppliers are adequately trained and apply PIN accountability principles across their respective lines of work.
• In coordination with the MEAL department, devise and implemented appropriate monitoring tools to identify gaps in the application of the accountability systems and design tools and training modalities aimed to address these gaps.
• While the MEAL team is primarily responsible for the CFRM system the Accountability and Safeguarding Adviser will support MEAL in its application through providing advice and in supporting the investigation of serious cases.
• Review existing HR systems and processes, and suggest recommendations for their strengthening from the accountability and safeguarding perspective;

Safeguarding:

• Oversee the implementation of safeguarding framework for programs as required, in compliance with international standards and norms, best practices, donor requirements, and PIN internal systems and procedures.
• Assist the Country director in implementing and monitoring the Safeguarding checklist
• Support the HR team in the implementation of PIN Code of Conduct and Key Policies (e.g. recruitment, contract, induction…);
• Support the operational teams in implementing PIN Code of Conduct and Key Policies (e.g. accompanying project managers in their risk assessment activities; proposing risk reduction measures, etc.).
• Develop and maintain a list of PSEAH contacts, including internal contacts (any relevant staff within the programme or at headquarters) and external contacts (PSEAH staff in other INGOs, local protection structures, etc.) including IASC PSEA network in Ukraine;
• Develop mitigating measures to prevention and ensuring the response to exploitation, violence and abuse of any kind.
• Record and respond to violation of safeguarding incidents by reporting through appropriate channels and make referrals for response, including advocacy where deemed appropriate.
• Timely identify risks and gaps related to safeguarding of children and vulnerable adults and provide timely advice on how these can be mitigated them in accordance with appropriate policies and procedures. Provide timely inputs to the risk register.
• Review and strengthen safeguarding systems within country programs and operations.
• Work with Partners and suppliers to apply Safeguarding standards as PIN requirements.
• Manage safeguarding risks across the country program and work closely with relevant departments and program teams on mitigating those risks.
• Work closely with PIN Protection Technical Lead whenever protection risks are identified or reported, and ensure synergies between PIN’s protection response, reporting through established channels and reflection upon existing safeguarding framework and opportunities for its strengthening and further development.
• Act as Safeguarding focal point at the country program level.

Investigations:

• Establish with the CD official investigation committee with procedures and processes using lessons learnt from other country programs and existing PIN processes and policies.
• Work closely with MEAL and HR to determine criteria for where complaints are dealt with i.e. investigation committee, HR-led investigations and MEAL led investigations.
• Ensure close working relationship on investigation cases with HR and MEAL and that investigations are conducted appropriately including victim(s)/survivor(s) and alleged perpetrators support as per guidelines.
• Act of country program Focal Person for internal investigations and, together with CD, supervise country program’s compliance with the PIN investigation guidelines and provide guidance and advice to staff tasked with participating in internal investigations;
• Under the supervision of CD, manage internal and external allegations and complaints with a potential to warrant internal investigation in line with CP policies and systems. This includes being a Focal Person handing PIN Case Register, confidential investigation folders in ELO, official country program email address for reporting, and preparation and/or analysis of investigation reports for country program and RDD management, as pertinent for each case;
• Draws support from HQ-based Accountability Manager and Safeguarding Advisor as and where required to ensure compatibility with PIN global processes and application of the principles of PIN Code of Conduct and Key policies

Capacity Building;

• Lead on the development, application and management of capacity-building systems and tools for PIN and partner staff to ensure sound understanding of PIN’s accountability and safeguarding policies and mechanisms to ensure effective implementation on the ground
• In close cooperation with HR, deliver safeguarding induction (PIN key policies, particularly PIN Code of Conduct, Safeguarding Policy, PSEA Policy, Child-Protection Policy,
• Whistleblowing Policy, Complaint Response Mechanism, etc.) and refresher training to PIN staff and ensure proper documentation (attendance sheets etc).
• Provide guidance and capacity development support for the local PIN partners, service providers, external contractors and suppliers on safeguarding gaps.
• Provide on-going mentoring and support to PIN and partner staff.
• Develop capacity of HR to ensure safe recruitment.
• Take part in development/update/review and effective usage of safeguarding check-list and training materials and tools for country program.
• Facilitate regular opportunities to discuss concerns about practice within teams or with other colleagues to help develop a safe working environment and an open and supportive management culture
• Ensure issuing and dissemination of safeguarding materials (policies printouts, safeguarding visibility materials – Zero tolerance posters, etc.)
• Ensure translation of PIN key policies and relevant materials into local language (with support of country program and HQ)

SG Procedures and systems – Whistleblowing Policy, Complaint Response Mechanism, Investigation Guidelines etc. – case handling framework and Audits

• Monitor the overall implementation of the safeguarding policies and tools throughout the CP
• Identify and utilize opportunities to integrate safeguarding approaches into all aspects.
• Ensure that the safeguarding mechanisms are in place and are subject to regular monitoring/review/update
• Ensure safeguarding concerns are reported effectively in line with the CFRM and Whistleblowing policies, act as the country program referral point
• Compile safeguarding cases, fill in Investigation logbook
• Treat and file all cases confidentially with respect to personal data protection
• Participate in internal and external audits as a country program referral point for safeguarding
• Participate in safeguarding Corrective Action Plan preparation and implementation at country program level (if applicable)
• Participate in relevant internal and external meetings on safeguarding and SG platforms
• Complete other tasks assigned by the Line Manager, corresponding to actual needs of the mission, programmes, and projects.

Main Requirements:

• Proven experience of working in similar role, preferably 3 -5 years
• Experience with providing methodological support and capacity development to various teams; Experience in implementing safeguarding standards in programs and operations
• Experience working in a large humanitarian response preferably a conflict and/or protracted conflict context
• Experience in developing/working on policies and procedures (policies, SOPs is welcomed
• Experience in conducting internal administrative investigations is an asset
• Professional experience/knowledge of the region required
• Knowledge of internationally recognized Ethical; Safeguarding and PSEAH -related standards
• Experience with working culturally diverse environment, capacity to respect and adapt to various cultures
• Fluency in English (including technical terminology), Russian/Ukrainian language is desirable
• Adherence to principles entailed in PIN Code of conduct and Key policies, high standard of moral and personal integrity

Security situation in Ukraine

Humanitarian workers continue to operate throughout Ukraine, despite the occasional shelling, which has intensified since 10 October 2022. However, PIN security SOPs require PIN staff to proceed to shelter each time during an air raid siren and remain there until the air raid siren is cancelled, which cumulatively can be several times a week for several hours a day. Air strikes have mostly targeted energy-related infrastructure, resulting in frequent power outages and occasionally water supply disruptions throughout Kyiv, affecting the living conditions of PIN staff in the city. However, most services such as medical care, shops, public transportation as well as restaurants or leisure facilities remain operational.
The employee is expected to be able to travel to other PIN offices and other locations where PIN is conducting activities, however all travel must first be pre-approved by PIN security department. The employee must comply with all PIN security department SOPs and other relevant instructions.
This position is an unaccompanied position and team members are expected to conduct themselves in a professional manner and respect local laws, customs and PIN's policies, procedures, and values at all times and in all in-country venues.

What we can offer:

• Work experience with professional and flexible NGO, the largest one in Central-Eastern Europe
• Accommodation and local transport cost covered
• 2 flights to home country covered per year
• Cost of visas and Vaccination covered
• 25 days of Holidays per year
• Free medical helpdesk and psychological consultation available on-line
• Travel Insurance
• Extra benefits for long term employees
• Sick days
• E-learning platform
• Language courses available

How to apply:

Are you interested in this position? Send us your CV (no longer than 4 pages) and short cover letter via our application form. Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

People in Need staff are expected to perform job duties and responsibilities in accordance with People in Need Code of conduct and key policies (available at: www.peopleinneed.cz/policies).