The Field and Security Officer serves as the primary focal point for all safety and security matters related to the Estonian Refugee Council’s operations in Kharkiv, while also overseeing the administrative management of the Kharkiv field office. Based in Kharkiv, the officer maintains regular communication with the ERC Country Office in Kyiv to report on regional security developments and contribute to the organization’s overall security management. In addition to security responsibilities, the role includes leadership of administrative functions, such as field office operations and fleet management.
The Field and Security Officer serves as the primary focal point for all safety and security matters related to the Estonian Refugee Council’s operations in Kharkiv, while also overseeing the administrative management of the Kharkiv field office. Based in Kharkiv, the officer maintains regular communication with the ERC Country Office in Kyiv to report on regional security developments and contribute to the organization’s overall security management. In addition to security responsibilities, the role includes leadership of administrative functions, such as field office operations and fleet management.
1. Safety, Security and Analysis
- Ensure ERC properties in Kharkiv (offices, guesthouses, hotels) meet minimum safety standards; oversee necessary improvements, equipment stocking, and safety signage.
- In coordination with the Field and Security Coordinator and Head of Support Services, develop, implement, and regularly update security procedures for the field base.
- Support the development and maintenance of Security Risk Assessments (SRA), Security Management Plans (SMP), SOPs, Contingency Plans, and Hibernation/Relocation/Evacuation (HERP) plans for the Kharkiv region.
- Conduct regular risk assessments for offices, field bases, programme locations, warehouses, events, and field trips; provide mitigation recommendations.
- Ensure the functioning of the incident management system, including documentation, analysis, investigation, and prevention recommendations.
- Track and coordinate all ERC staff travel in the Kharkiv region, ensuring compliance with travel management procedures.
- Monitor the political, military, and security environment; analyse trends including frontline changes, drone threats, and missile strikes; prepare weekly, monthly, and ad hoc security reports.
- Assess humanitarian access and provide recommendations for safe programme implementation in high-risk areas; participate in field assessments of new areas and partners.
- Conduct security induction briefings for new staff and visitors; participate in organising trainings on first aid, mine risk, drone awareness, evacuation etc, and emergency response; support crisis response drills.
- Participate in the Crisis Management Team and support ERC's emergency response, implementing Duty of Care principles across all field office operations.
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2. Field Operations and Logistics
- Ensure the Kharkiv office and field teams are adequately equipped; oversee timely procurement, recording, and distribution of furniture, supplies, communication equipment, and security supplies.
- Support procurement processes by preparing technical specifications, collecting offers, and conducting market analysis in accordance with ERC procedures.
- Coordinate logistics for field missions including transport, accommodation, and equipment; maintain oversight of field logistics to enable smooth programme implementation.
- Ensure proper management of ERC assets and infrastructure in Kharkiv; maintain an up-to-date asset register and conduct regular inventories; oversee inspections of shelters, evacuation routes, fire safety systems, and backup power.
- Coordinate procurement, installation, and maintenance of generators, power stations, satellite systems, and other security-related equipment., and access control equipment.
- Directly manage the fleet and drivers in Kharkiv, including scheduling and performance appraisal; monitor vehicle condition, fuel consumption, and fleet documentation; ensure vehicles are equipped with PPEs, first aid kits and emergency supplies.
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3. People Management and Representation
- Manage, support, and motivate team members, contributing to their professional development, welfare, and compliance with Duty of Care standards and ERC policies.
- Represent ERC at security coordination platforms including INSO, CIMIC, and other formal and informal networks; maintain a professional network among humanitarian organisations, local authorities, and emergency services.
- Timely communicate security updates and operational environment changes to ERC leadership.
- Lead and accompany programme teams during field trips, ensuring all security procedures are implemented.
- A Bachelor’s degree in a relevant field such as Security Management, International Relations, Political Science, Emergency/Disaster Management, or a related discipline is required.
- At least 1-year experience within security or another related field is essential (i.e. DSNS, Police and/or with an INGO)
- Additional certifications in security risk management, humanitarian safety, or crisis response are highly desirable (e.g., HEAT, INSO or equivalent).
- Training in first aid, evacuation planning, or safety coordination is considered an asset.
- Excellent working knowledge of MS Excel, Word and PowerPoint is essential
- Very good self-organizational skills
- Excellent interpersonal and communication skills
- Language skills: Ukrainian and Russian: native or proficiency; English: Upper-intermediate level desired
- Collaborative Culture: We foster a collaborative and inclusive work environment where every team member is valued.
- Diverse and Inclusive Workplace: We welcome all people of different races, genders, religions, colours, national or ethnic origins, languages, marital statuses, sexual orientations, ages, socio-economic statuses, (dis)abilities, political convictions, or any other distinguishing feature in our workplace.
- Good Benefits: We have a cosy office in the city centre, +4 vacation days, health insurance, life insurance..
Please note: This is a rolling recruitment process and may close earlier if a suitable candidate is found.
Important: Applications sent by email will not be considered. Please apply through the designated platform.