Head of Support Services Ukraine

UkraineHead of Support Services UkraineOrganizationWeWorldPosted 21 Jul 2025 Closing date 4 Aug 2025Position: Head of Support Services UkraineReporting Relationship: Country RepresentativeLocation: Kyiv, with frequent travels to the fieldDeadline: 04/08/2025Starting date: ASAPFamily Duty Station: NOR&R: YESContract Type: Expatriate (International)Working contextSince 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 DescriptionThe 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 TasksMain tasks and ResponsIbilitiesGENERALLine manages and provides support and guidance to all support services’ staff in the country:

HR, Logistics & Procurement and FinanceSupports the managers to coordinate the activities of the teams to ensure workload is carried up and prioritized appropriatelySupervises and verifies that deliverables and timelines related to grants, contracts, vendors, partners and internal procedures are regularly respectedCollaborates with the Regional Managers for setting goals and objectives for the support services’ departments, identifies strategic activities and designs support departments’ development plansSupervises and coordinates the archiving of HR, Finance and Procurement &Logistics documents according to WeWorld guidelinesEnsures a high level of collaboration with all relevant stakeholders (technical working group, partners forum, authorities, communities, vendors, donors)PROCESSESEnsures 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 departmentsOn 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 risksEnsures that recommendations for improvements related to support services are implemented in a timely mannerSTAFFEnsures that all the support services’ staff is regularly trained according to specific training plans and needsMonitors and ensures that Finance, Logistics & Procurement and HR teams are adequate to country needs in terms of number and composition of the staffEnsures that a pro-active link between support services and program departments is established and well-functioningFINANCEEnsures that accounting is recorded and monitored regularlyEnsures that the monitoring of projects’ expenditure level is performed regularly in compliance with donors’ guidelinesEnsures that financial reports are regularly and correctly prepared, according to donor’s and internal rulesPROCUREMENT AND LOGISTICSSupervises the management of Procurement Procedures in accordance to WeWorld Global Procurement Manual and Donor Guidelines from planning to completionSupervises 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 managementEnsures that procurement and log reports in required format are timely and properly completed according to WeWorld ManualHUMAN RESOURCESParticipates in analysing staffing needs & costs, compensation & benefits, and performance review practicesSupervises compliance with all WeWorld employment regulations relating to payroll, health insurance, work insurance, employee benefitsBUDGET MANAGEMENTSupervises 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 monitoredActs as the support services’ focal point for budgeting in the preparation phase of programs/projects’ budgets and their revisionsEnsures 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 planSAFETY AND SECURITYIn coordination with the Country Representative, ensures implementation of safety and security measures in line with mission level SOPs and global Safety & Security guidelines of WeWorldAUDITSupervises 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 departmentsSupervises the activities related to internal and external/donor assessmentsAny 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.

Essential RequirementsQualifications and KnowledgeDegree in Economics, Political Science or related fieldsGood knowledge of main donors’ administrative rules and procurement procedures (ECHO, UE, UN, AICS)Knowledge of written and spoken EnglishFull professional competency in Microsoft Office Suite, especially Word, Excel and OutlookProfessional ExperienceAt least 2 year of previous professional experience in similar rolesSkills And AbilitiesPlanning, reporting, monitoring and evaluation skillsOrganization and teamwork skillsAbility to support and train staff to enhance skillsProactive and dynamic attitudeAbility to adapt and work under constraint, under pressure and in complex and multicultural contextsGood listening and communication skillsPositive attitude to work, self-reflective, motivated, inspired, collegialStrong commitment to the Mission of WeWorldDemonstrates integrity with regards to NGO values and ethical standardsDisplays cultural, gender, religion, nationality and age sensitivity and adaptabilityTreats all people fairly without favoritismDesirable RequirementsPrevious professional experience in Ukraine or similar contextKnowledge of written and spoken ItalianWhat We OfferType of contract:

a first 6 (six) month collaboration contract subject to verification of the achievement of specific objectives (these objectives will be agreed together with the Country Representative upon arrival on assignment); a second collaboration contract of 6 (six) months renewable, following the positive evaluation of the first three months of contractEconomic conditions to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex and hardship based on place of work)Annual leave: 2,5 days/month (working days)Flight ticket: one return flight every 12 months of contractHealth insurance: coveredR&R Policy: 5 days every 8 weeks, allowance of 1.

000€ is providedHow to applyHow To ApplyPlease send Cover Letter and CV at: https: //weworld. intervieweb. it/jobs/head-of-support-services-ukraine-641412/it/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. Job detailsCountryUkraineCity Kyiv SourceWeWorldTypeJobCareer categoryAdministration/FinanceYears of experience0-2 yearsShare Share this on Facebook Share this on X Post this on LinkedIn