Deputy Country Lead – Warsaw, Poland (incl. travel to Krakow) (National Hires Only)

Program / Department Summary

Mercy Corps is responding to the Ukraine emergency since military operations were launched across the country in February 2022. The attacks set off a wave of displacement internally and into the countries along Ukraine’s borders, including Poland. In recognition of the strong non-governmental sector in Poland, Mercy Corps in partnership with Polish Civil Society Organizations - will be focusing on multi-purpose cash intervention and other key areas, like addressing other basic needs, access to the labor market, fomenting social cohesion and supporting psychosocial and protection intervention. Mercy Corps is also supporting local NGOs and other civil society actors currently supporting displaced populations, as well as those in Ukraine sheltering in place. As Mercy Corps pursues its objectives in the region it will continue to assess the security situation in areas of potential operation, with an eye towards the logistics of possible programmatic interventions and positioning going forward.

General Position Summary

The Deputy Country Lead for Poland will support the Country Lead in its daily tasks and may be assigned an acting role during his/her absence. The primary focus is on coordination across all support functions, specifically the HR, operations and finance leads in-country to focus prioritization and adequate support to the programs’ teams. The Deputy co-facilitates Poland Senior Coordination Team meetings.

The deputy may be tasked with leading the start-up of new programs – eg American Red Cross funded intervention in Poland – including mobilizing the necessary (human) resources, giving direction to partner selection and their programmatic priorities, coordinating across departments (eg. Hosting weekly meetings and tracking the workplan) and leading on reporting. Similarly, the deputy may be tasked to support new program development, and contribute to the operationalization plan of the 2023 strategy.

The Deputy Country Lead is an effective communicator and relationship manager, able to actively listen and build trust across departments and with external stakeholders (including partners).

Essential Job Responsibilities

Strategy & Vision

• Maintain a continuous understanding of the humanitarian operating space and program team needs in Poland
• Collaborate in the development of an operational plan implementing the strategic vision for developing equitable partnerships with partners engaged in the response, aligned with the framework of the Pathway to Possibility and feeding into the Response Strategy till the end of 2023.
• Represent Mercy Corps in relevant fora and networks in Poland, inclusive of NGO coordination structures, UN system architecture, and local and national government authorities as appropriate

Support Functions Coordination

• Work in consultation with the in-country Operations team and support them in providing robust operations, procurement and logistics support to programs in Poland
• Work in consultation with the in-country Finance & Compliance, ensure that Polandhase clear budgets, and are compliant to Mercy Corps and donor requirements
• Ensure robust sub-award compliance across civil society and other partnerships in the delivery of assistance in Poland, working closely with Response-wide teams and HQ resources
• Explore ways to streamline partner capacity and Mercy Corps/donor requirements on compliance
• Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donors and Mercy Corps policies and procedures.
• Support tracking Budget-versus-Actual on individual and country-wide (master) budgets

Program Management

• Lead the start-up phase of new interventions (eg. upcoming American Red Cross funded program)
• Co-design a NGO professionalization strategy – adapted to partner needs and Mercy Corps capacities
• Support the development of new Mercy Corps in-country (emergency) programs and (partner) call for proposals, as well as contributing to any donor proposal development

People and Culture

• Promote processes which ensure all team members in Poland work in an inclusive and supportive environment
• Promote a culture of mutual respect and accountability, and support team members in reaching objectives
• Provide team members with information, tools and other resources to improve performance and reach objectives.
• Contribute to country team-building efforts, help team members identify problem solving options and ensure the integration of all team members into relevant decision-making processes.
• Managerial focal point for communications with all relocated staff from Ukraine to Poland. Supporting the Relocated coordinator, this includes showing effective leadership, guidance, and instill firm boundaries.
• Develop Position Descriptions (PD) as required, revise complementarity of roles across departments

Security

• Support processes towards up-to-date, responsive, and appropriate security management plans and protocols, and oversee that team members read and understand them
• Supervise and support the work of the Safety and Security Officer (SSO)
• Feed into analyses and policies where Mercy Corps in Poland intersects with Ukraine, including routes for entry and exit to and from Ukraine, and contingency planning.

Influence and Representation

• May represent Mercy Corps in official occasions with partners, sub-grantees, donors, local governments and other stakeholders
• Demonstrate flexibility, resilience, and ability to maintain positive relationships and composure.
• Maintain high ethical standards and treat people with respect and dignity.

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to partners

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our partners and to international standards guiding international relief and development work, while actively engaging participant communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility: HR Manager, Operations Coordinator, Senior Finance Officer, Senior SubAward Officer, Relocation Coordinator and Safety & Security Focal point

Accountability

Reports Directly To: Country Lead Poland and Moldova

Works Directly With: HR manager, Operations coordinator, Senior Finance Officer and Senior SubAward Officer. As well as Partnership team, Cash team, CARM and MEL.

Knowledge and Experience

• 5-7 years of experience in coordinating teams, ideally in emergency context or other - fast pacing environment. Experience in coordinating or working with HR, operations and finance a plus.
• A proven track record building constructive, meaningful, and equitable relationships within organizations, preferable in an emergency response/ humanitarian context.
• Experience representing an organization, including with government entities
• BA/BS or equivalent in International Relations, International Development or other relevant field
• Excellent oral and written English skills required and a proficiency/fluency in Polish is strongly preferred.
• Experience working in the Region an added value
• Proficiency with MS Office software required (Outlook, Word, Excel, PowerPoint), experience with SharePoint an advantage.

Technical competencies:

• Demonstrated participatory approaches, and facilitation and training skills. Experience in Project Management and feedback and accountability mechanisms
• Experience working cross departmental, with competencies in one or more support functions
• Familiarity or direct experience with humanitarian programming

Functional competencies

• Demonstrated excellent oral and written communications skills
• Can oversee program budget, project cash flow and expenditures
• Experience with diversity, equity and inclusion strategies

Leadership competencies

• Proven commitment to equitable and inclusive partnerships
• Creates an environment where alternative and diverse viewpoints are welcomed

Success Factors

The successful Deputy Country Lead will combine exceptional communication and relationship building skills with proven experience in developing strong partnerships and unity across departments. S/he will have proven experience with cross-cultural teams and participatory approaches. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability and thrive in an evolving and changing environment while taking care of self and others.

Living Conditions / Environmental Conditions

The position is based in Poland. This position requires estimated 35% travel within Poland. Given the emergency context, this position requires exceptional work schedules, including evenings and weekends. Given the emergency context, this position requires exceptional work schedules, including evenings and weekends.

Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.