The employee is engaged as Operational Director within the non-profit association LUkraine ASBL, without prejudice to future reassignment according to their professional and personal aptitudes and / or the needs of the employer.
The Operational Director is responsible for the overall coordination, implementation, and supervision of the association’s operational activities, ensuring that strategic objectives defined by the Board of Directors are efficiently translated into day-to-day actions.
The position includes defining, monitoring, and continuously improving key operational performance indicators (KPIs) to ensure transparency, efficiency, and measurable impact across all activities.
Key Responsibilities :
1. Operational Management
- Oversee daily operations of the association in Luxembourg and abroad.
- Ensure effective coordination among departments, projects, and volunteers.
- Supervise the operational team, assign responsibilities, and monitor performance.
- Develop and implement internal procedures to optimize workflow and accountability.
- Establish and maintain operational dashboards to track progress toward organizational goals.
2. Strategic Execution
Translate the strategic goals of the Board into operational plans and measurable outcomes.Support the design and implementation of annual action plans and budgets.Contribute to long-term organizational development and sustainability.Ensure alignment between operational priorities and strategic objectives through regular KPI reviews.3. Definition and Improvement of Operational KPIs
Define, implement, and periodically review Key Performance Indicators for operations, projects, and teams.Develop data-driven systems to measure efficiency, impact, and resource allocation.Identify gaps and propose corrective or improvement actions based on KPI analysis.Present regular KPI and performance reports to the Board of Directors.Promote a culture of continuous improvement and accountability within the team.4. Financial and Administrative Oversight
Ensure operational expenses align with approved budgets.Support the Treasurer in monitoring expenditures and financial reporting.Oversee procurement, logistics, and asset management.Ensure compliance with Luxembourgish ASBL law and internal regulations.5. Human Resources & Team Leadership
Supervise and mentor staff, interns, and volunteers.Organize recruitment, onboarding, and training processes.Maintain a positive, inclusive, and productive work environment.Coordinate internal communications and staff meetings.Encourage data-driven evaluation of individual and team performance.6. Project & Program Coordination
Ensure effective implementation of humanitarian, educational, and advocacy projects.Supervise project timelines, deliverables, and impact assessments.Liaise with partners, donors, and institutions for project coordination.Integrate performance metrics into project management practices.Prepare operational reports and updates for the Board and funders.7. External Relations & Representation
Represent the association in operational meetings with public authorities, partners, and suppliers.Support communication and public outreach activities as required.Ensure visibility of LUkraine’s initiatives within Luxembourg and internationally.8. Compliance & Risk Management
Monitor compliance with ASBL regulations, data protection, and health & safety policies.Identify operational risks and implement preventive or corrective actions.Ensure periodic review of procedures and controls in line with KPI results.Skills & Competencies
Strong organizational and leadership abilities.Analytical mindset and familiarity with KPI-driven management.Excellent communication and interpersonal skills.Proven experience in NGO or non-profit operations management.Good understanding of Luxembourgish administrative and legal frameworks.Fluency in English and French (Ukrainian and / or Luxembourgish are assets).Proficiency in project management, data analytics, and office software tools ( Microsoft Office and / or Google Workspace, experience with CRM is an advantage.Reporting & Evaluation
The Operational Director reports directly to the President and the Board of Directors.
Performance is evaluated based on :
Achievement of operational and strategic objectives.Efficiency of internal management and workflow.Definition, monitoring, and improvement of operational KPIs.Transparency and timeliness of reporting.Contribution to the association’s sustainability and impact.