Position: Head of Support Services Ukraine

Reporting Relationship: Country Representative

Location: Kyiv, with frequent travels to the field

Deadline: 04/08/2025

Starting date: ASAP

Family Duty Station: NO

R&R: YES

Contract Type: Expatriate (International)

Working context 

Since the beginning of the conflict in Ukraine, around 17 million people are in need of humanitarian assistance and protection throughout Ukraine. WeWorld works alongside those who, despite the conflict, have decided to stay, those who have returned after having abandoned their homes under the attacks, displaced from the eastern part of the country and refugees in Moldova.

The main sectors of intervention are WASH, Shelter/NFI, Child Protection, and sectorial CASH assistance (Cash for Shelter, CASH for Health and CASH for Protection) for conflict affected population in newly liberated areas; psycho-social support activities are carried out mainly to women and children through mobile units and setting up child friendly spaces; distribution of non-food items has been provided  for the most vulnerable population in the rural areas in the east and south of the country. Moreover, WeWorld is supporting rural communities through the rehabilitation of Health and WASH facilities.

Currently the humanitarian operations of WeWorld are conducted in the Oblasts of Kharkiv, Kherson, Mykolaiv, Odessa and Kyiv. The country office is set down in Kyiv and field offices in Kharkiv, Lviv and soon in Mykolaiv.

Job description 

The Head of Support Service will be responsible for the management of all support services departments (Logistics and Procurement, Finance and HR) in Ukraine for the administrative management of the projects funded by different donors implemented in Ukraine. Their responsibilities include financial reports, accounting, verification of supporting documents, procurement, logistics, human resources, planning and budgeting. It is required to work in close cooperation with the Project Managers and the Country Representative.

He/she will have the following tasks:

Main tasks and ResponsIbilities

GENERAL

• Line manages and provides support and guidance to all support services’ staff in the country: HR, Logistics & Procurement and Finance
• Supports the managers to coordinate the activities of the teams to ensure workload is carried up and prioritized appropriately
• Supervises and verifies that deliverables and timelines related to grants, contracts, vendors, partners and internal procedures are regularly respected
• Collaborates with the Regional Managers for setting goals and objectives for the support services’ departments, identifies strategic activities and designs support departments’ development plans
• Supervises and coordinates the archiving of HR, Finance and Procurement &Logistics documents according to WeWorld guidelines
• Ensures a high level of collaboration with all relevant stakeholders (technical working group, partners forum, authorities, communities, vendors, donors)

PROCESSES

• Ensures that key policies and Standard Operating Procedures guiding the support departments are developed and/or regularly updated as required and appropriately adapted to the context.
• Designs support services routines, procedures, and systems to increase efficiencies and grants a smooth collaboration and communication between Finance, Logistics & Procurement and HR departments
• On a regular basis, audits the support services processes, to highlight flaws and pressures, implements or strengthens systems of oversight and prevention of corruption and mitigate relevant risks
• Ensures that recommendations for improvements related to support services are implemented in a timely manner

STAFF

• Ensures that all the support services’ staff is regularly trained according to specific training plans and needs
• Monitors and ensures that Finance, Logistics & Procurement and HR teams are adequate to country needs in terms of number and composition of the staff
• Ensures that a pro-active link between support services and program departments is established and well-functioning

FINANCE

• Ensures that accounting is recorded and monitored regularly
• Ensures that the monitoring of projects’ expenditure level is performed regularly in compliance with donors’ guidelines
• Ensures that financial reports are regularly and correctly prepared, according to donor’s and internal rules

PROCUREMENT AND LOGISTICS

• Supervises the management of Procurement Procedures in accordance to WeWorld Global Procurement Manual and Donor Guidelines from planning to completion
• Supervises operations of logistics in accordance with WeWorld Global Procurement Manual and Donor Guidelines, in particular assets management, fleet management, warehouse and stock management and Base management
• Ensures that procurement and log reports in required format are timely and properly completed according to WeWorld Manual

HUMAN RESOURCES

• Participates in analysing staffing needs & costs, compensation & benefits, and performance review practices
• Supervises compliance with all WeWorld employment regulations relating to payroll, health insurance, work insurance, employee benefits

BUDGET MANAGEMENT

• Supervises the preparation and monitoring of country budgets (staff core budget and logistics budget)
• Ensures an efficient use of the available resources for support services by guaranteeing that the cost allocation tables are in place and correctly updated and monitored
• Acts as the support services’ focal point for budgeting in the preparation phase of programs/projects’ budgets and their revisions
• Ensures the financial coverage to implement activities, pay salaries, suppliers’ invoices, running costs (etc), by guaranteeing a correct and constant update and monitoring of the country financial plan

SAFETY AND SECURITY

• In coordination with the Country Representative, ensures implementation of safety and security measures in line with mission level SOPs and global Safety & Security guidelines of WeWorld

AUDIT

• Supervises the preparation of expenditure verifications and audits, ensures a proper involvement of finance, Logistic & Procurement, and HR departments during the audit performance and grants a proper collaboration between different support services and program departments
• Supervises the activities related to internal and external/donor assessments

Any other task requested by the Country Representative, for an efficient and quality implementation of WeWorld strategy and projects in Ukraine, according to the needs of the mission.

The recruitment process may be closed early if a suitable candidate is found. Due to the large number of applications, we apologise in advance and will only respond to those profiles deemed suitable for the role.