Head of Support Services Ukraine

We support people in overcoming emergencies and we strive to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. We work in more than 20 countries around the world, including in Italy, with more than 166 emergency, humanitarian aid and development projects. Our activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world.

We operate in several natural and man-made crisis in various regions of the world. The emergency response is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. We operate also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach. In the last 4 years we have strengthened the regions and the countries where we have been working, we have created new programs, developed new quality and compliance systems and now we need new people who want to join us to build the world we want in the coming years. We believe in a world where everyone has equal opportunities and rights and we work everyday to make it happens. Join us.

Posizione:

Position: Head of Support Services Ukraine

Reporting Relationship: Country Representative

Location: Kyiv, with frequent travels to the field

Deadline : 09/09/2026

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&Education, 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 and Kyiv. The country office is set down in Kyiv and field offices in Kharkiv, and antennas in Mykolaiv, Kherson and Donestk.

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 Head of Programme and the Country Representative.

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 with 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

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

The duties and responsibilities set forth above are not exhaustive and the role holder may be required to perform additional duties requested by the Line Manager.

Provide a proper handover before the end of the assignment.

Requisiti:

Qualifications And Knowledge

• Degree in Economics, Political Science or related fields
• Good knowledge of main donors’ administrative rules and procurement procedures (ECHO, UE, UN, AICS)
• Knowledge of written and spoken English
• Knowledge of written and spoken Italian
• Full professional competency in Microsoft Office Suite, especially Word, Excel and Outlook

Professional Experience

• At least 2 year of previous professional experience in similar roles

Skills And Abilities

• Planning, reporting, monitoring and evaluation skills
• Organization and teamwork skills
• Ability to support and train staff to enhance skills
• Proactive and dynamic attitude
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts
• Good listening and communication skills
• Positive attitude to work, self-reflective, motivated, inspired, collegial
• Strong commitment to the Mission of WeWorld
• Demonstrates integrity with regards to NGO values and ethical standards
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability
• Treats all people fairly without favouritism

Desirable Requirements

• Previous professional experience in Ukraine or similar context

Altre informazioni:

What We Offer Type 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 contract

Economic conditions: according to WeWorld Expatriates Compensation Policy

Base Salary (3.190€ - 3.790€ monthly) + Contributions reflecting role complexity and hardship level of the duty station

Accomodation: WeWorld Guesthouse

Annual leave: 2,5 days/month (working days)

Wellbeing & Inclusion : One day of paid menstrual leave per month. We promote a positive and inclusive work environment based on psychological safety, respect, and team empowerment.

Flight ticket: One round-trip air ticket every 12 months of service (between country of residence and duty station)

Health insurance: covered

R&R Policy: 5 days every 8 weeks, allowance of 1.000€ is provided

Equal Opportunities

We are dedicated to fostering an inclusive and respectful workplace where everyone has equal access to opportunities. Employment decisions are based on merit, qualifications, and organizational needs, without regard to gender, gender identity, sexual orientation, race, ethnicity, nationality, religion or belief, age, family or parental status, disability or any other status protected by applicable law.

We are committed to building talented teams and welcome applications from individuals of all backgrounds.

The selection process may be closed earlier than planned should a candidate matching the required profile be identified.

Due to the high number of applications, we apologize in advance that only candidates deemed suitable for the role will be contacted.