Head of Support [Ukraine]

 

Mission

In situations of armed conflict, Geneva Call, as a neutral, impartial and independent international humanitarian organization, endeavours to strengthen the respect of humanitarian norms and principles by armed non-State actors, in order to improve the protection of civilians, while supporting local communities in their efforts to enhance their own protection. Appel de Genève/Geneva Call is a private, not-for-profit, humanitarian organization foundation under Swiss law, founded in 1998.
Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Role

The Head of Support is responsible for ensuring the efficient management of support services for the mission, including Logistics, Finance, HR, Administration, IT and Security.

Core responsibilities

FINANCE

In coordination with the Finance Coordinator and Finance Officer/Accountant:

• Support in the development of annual country and project budgets, and donor financial reports.
• Identify and report on financial trends, working collaboratively with the CD to produce options/scenarios/corrective action plans that ensure ongoing financial stability for the Country Programme.
• Oversee all financial accounting matters, including maintenance of the general ledger, balance sheet, receipts, payments and payroll requirements.
• Oversee the cash flow requirements of the programme, liaising with Geneva Call HQ to facilitate cash transfers.
• Manage the effects of exchange rate fluctuations between local and contract currencies, highlighting upcoming issues early and identifying mitigating strategies.
• Oversee the financial management of partner delivery contracts.
• Lead on audit matters.
• Manage and review the monthly accounts closing process for the programme, ensuring HQ deadlines are met.

HUMAN RESOURCES

In coordination with the Human Resources Officer:

• Oversee HR Management to ensure a strategic approach to HR issues, promoting good management practices, and strengthening HR. capacity throughout the programme.
• Develop management capacity and understanding of HR and people management issues to ensure sustainable HR frameworks, improve employee relations and enhance job performance and productivity.
• Manage and review the monthly leave tracking and payroll reporting cycle for national staff to ensure that any issues are flagged and followed up on a timely basis, and payroll deadlines are met.

LOGISTICS AND PROCUREMENT

In coordination with the Logistics/Procurement Officer:

• Ensure that all procurement and logistics activities are carried out in line with policies and procedures, donor requirements and INGO best practices, maintaining appropriate controls and accountability, and ensuring the best value for GC.
• Provide technical logistics and procurement expertise to the programme senior management to guide the development of budgets, proposals and operational plans, ensuring that new projects are appropriately resourced.
• Develop and update programme procurement plans to ensure timely procurement and a smooth supply chain to enable the efficient running of operations.
• Oversee the selection and appointment of suppliers in line with procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit-for-purpose supply agreements.

IT / ADMINISTRATION

• Assess needs and recommend software and IT solutions and support the resolution of IT issues that arise.
• Ensure a proper filing system for all support documents.

SECURITY AND RISK MANAGEMENT

In coordination with the Safety and Security Officer:

• Monitor and analyse the security situation, ensuring reliable security information as a basis for informed decision-making and maintain a map and log of critical security incidents to support security decision-making and ensure staff and management are aware of the issues.
• Produce and ensure adherence to SOPs, contingency plans and risk assessment documentation, ensuring these are up-to-date and in line with required standards.
• Recommend new protocols, or adjustments to procedures, to improve effective risk mitigation and support drafting of such as necessary.

MANAGEMENT

• Develop and manage a team of resources in HR, Finance, Safety and Security, and Logistics and Procurement departments ensuring efficient support to the Country Office.

GENERAL COMPLIANCE

• Work within the framework of Geneva Call’s core values, promoting its ethos and mission statement.
• Ensure familiarity with and adhere to all Geneva Call policies and procedures.
• Undertake the role in a manner appropriate to the cultural context and within the local legal framework.
• Understand and uphold the standards outlined in Geneva Call’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with Geneva Call’s work and reporting concerns if they do arise.

Main qualifications

EDUCATION AND EXPERIENCE

• University Degree in Business Administration or equivalent.
• Demonstrable experience working in humanitarian aid settings, preferably in complex emergencies.
• Experience in developing, implementing, and using logistics and administrative systems and procedures.
• Experience in overseeing complex financial planning, monitoring, forecasting, and reporting.

TECHNICAL SKILLS

• Excellent organisation, administrative, and financial reporting skills.
• Skills in researching, tracking, and analysing issues and trends.
• Strong managerial experience.

LANGUAGES
Fluency in English. Proficiency in Ukrainian and/or Russian an asset.

PERSONAL SKILLS

• Ability to work independently and as part of a team.
• Ability to work under pressure with short deadlines.
• Willingness to travel frequently to high-risk locations, including conflict areas.
• Sensitivity to/understanding of political and conflict dynamics.
• Excellent interpersonal skills with ability to network in a multicultural environment and to develop strong professional relationships with stakeholders and with experience in dialogue with weapon bearers - particularly armed non-state actors.

Performance management

The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management. The following documents will be used for performance reviews:

• The Job Description.
• The individual Work- and Professional Development Plan.
• The Competency Framework.

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process.

Conditions

Position : Head of Support

Type of Contract: Fixed-term contract (International)

Activity rate: 100%

Work place: Kyiv, Ukraine (subject to change according to context)

Preferred start date: as soon as possible

Application

No later than 31 May 2023.

All applications will be kept confidential. Please note that only shortlisted candidates will be contacted for further process.

 

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