Position description
Geneva Call is a neutral and impartial non-governmental organisation dedicated to promoting respect by Armed Groups, De Facto Authorities (AGDAs) and Provisional Governments for international humanitarian norms in armed conflict and other situations of violence, in particular those related to the protection of civilians. Geneva Call focuses its efforts on banning the use of anti-personnel mines, protecting children from the effects of armed conflict, prohibiting sexual violence in armed conflict, working towards the elimination of gender discrimination, protecting civilian infrastructure, and ensuring humanitarian access.
Why this role?
Geneva Call is seeking a qualified and experienced Ukrainian national as Head of Support Services for the country. Under the supervision of the Country Director and the technical supervision of functional leads in HQ, the Head of Support Services is accountable for efficient management of all support functions: Finance, HR, IT, Donor Relations, Procurement, Administration, and Logistics. The position holder is accountable for compliance with local legislation and Geneva Call’s policies and procedures. S/he is accountable for support services in-country: system, processes and standardization to ensure transparency, accountability and a robust system of internal control.
Work relations
The Head of Support Services reports to the Country Director (CD), with technical line management from the Head of Finance and the Head of HR. S/he line manages the functional focal points in the country: the Finance Coordinator, HR Officer, and Administrative Officer. S/he communicates and coordinates between the field and HQ and serves as the first point of contact for the Country Director and the local Senior Management Team on all matters related to the support functions. S/he also networks with Heads of Support Services from other organizations in the country.
Duties and responsabilities
Finance
- Lead the development of annual country and project budgets, donor financial reports, and monthly Budget vs Actual (BVA) analyses in collaboration with the programme team, submitting budgets to the Country Director for review and approval, and flagging any under- or overspending.
- Identify and report on financial trends, working collaboratively with the Country Director to develop options, scenarios, and corrective action plans to ensure the ongoing financial stability of the Country Programme.
- Oversee all financial accounting matters, including maintenance of the general ledger, balance sheet, receipts, payments, payroll, monthly accounts closing, and compliance with Ukrainian accounting laws and regulations, ensuring HQ deadlines are met.
- Oversee the programme’s cash flow requirements, liaise with Geneva Call HQ to facilitate cash transfers, manage the impact of exchange rate fluctuations between local and contract currencies, and identify appropriate mitigating strategies.
- Oversee the financial management of partner delivery contracts and lead all audit-related matters.
Human Resources
- Lead and oversee the country HR function in coordination with the HR Officer and HR Coordinator at HQ, including developing and managing the HR Officer, building management capacity at country level, and promoting good management practices and the Code of Conduct.
- Ensure compliance with Geneva Call’s Code of Conduct, HR policies, and local labour legislation, participate in investigations, develop, monitor and review the national HR framework, and implement new HR policies and processes in collaboration with HQ.
- Lead the in-country performance management process by ensuring managers set objectives, complete mid-year and year-end performance reviews, build managers’ capacity, and ensure the process is consistently followed.
- Oversee all HR operations, including the monthly leave tracking and payroll reporting cycle for national staff, ensuring timely follow-up on issues, compliance with payroll deadlines, completeness of the staff database, and smooth onboarding and offboarding processes in alignment with global procedures.
- Ensure duty of care in the country in close collaboration with the HQ focal point, participate in monthly global HR meetings, and contribute to annual HR projects and priorities in collaboration with the HR function at HQ.
IT
- Assesses needs and manages the procurement of IT assets following the guidance of the Head of IT at HQ.
- Ensures the correct usage of the IT systems.
Donor Relations
- Ensures organizational policies, procedures, and practices align with donor requirements, including grant agreements, reporting standards, and regulatory guidelines.
- Oversees the preparation and submission of timely, accurate, and comprehensive donor financial reports, including financial statements.
- Facilitates donor audits and implement mechanisms to identify, assess, and mitigate risks related to donor compliance, safeguarding the organization’s credibility and funding continuity.
- Provides guidance and training to internal teams on donor compliance requirements, ensuring consistent adherence across departments and project cycles.
Procurement
- Ensures that procurement actions are carried out in line with policies and procedures, and donor requirements, maintaining the right levels of procurement, appropriate controls and accountability, ensuring best value for Geneva Call.
- Provides technical guidance to the program senior management.
- Develops and updates program procurement plans to ensure timely procurement.
- Manages the end-to-end procurement process, in line with GC procurement procedures and in collaboration with Procurement at HQ.
Safety & Security
- Ensures all staff have filled in the digital Proof of Life form.
- Supports Country Director and Safety & Security Officer with relevant budgeting.
- Supports the development of the Contingency Plan booklet, and its implementation.
Administration & Logistics & Service
- Ensures visa and travel requests are supported on time.
- Ensures proper filing and completeness of all documents. Supports audits.
- Supervises and manages the Administrative Officer.
Compliance
- Works within the framework of Geneva Call’s core values, promoting ethical behaviour. Be an ambassador for the code of conduct and role model accountability.
- Ensures familiarity with and adhere to all Geneva Call policies and procedures.
- Undertakes the role in a manner appropriate to the cultural context and within the local legal framework.
- Understands and upholds the standards outlined in Geneva Call’s safeguarding framework, acting with due care and attention to safeguard the wellbeing of staff, consultants and partners and anyone else who works with or on behalf of Geneva Call. Reports concerns if they do arise.
Qualifications
Education (Essential)
Bachelors or Master’s degree in finance or business degree specialized in finance with a professional accounting qualification, as well as experience in human resources.
Education (Desirable)
Qualifications and experience in Ukrainian financial and accounting law and practice.
Experience (Essential)
- 10+ years of relevant work experience with increasing responsibilities in human rights and/or humanitarian organizations in a similar role.
- Minimum 3 years of leadership experience.
- Effective financial management skills including risk management.
- Experience/knowledge of HR, including Ukrainian labor and contract law.
Experience (Desirable)
- Experience in working and living in complex security environments, such as Ukraine.
- Experience of overseeing complex financial planning, monitoring, forecasting and reporting.
- Experience with Dynamics 365 Business Central is a plus.
Job related competencies
- Strong written and verbal communication skills, with the ability to communicate with impact, respect, and cultural sensitivity while building trustful relationships.
- Demonstrates an entrepreneurial mindset, a high level of integrity, ethics, confidentiality, accountability, and professionalism.
- Strong planning and organizational skills, with the ability to prioritize, manage competing demands, and deliver results under tight deadlines.
- Ability to collaborate effectively across departments, countries, and with HQ, fostering strong working relationships.
- Resilient and adaptable, with the ability to cope with change, stress, and insecure environments, and the willingness and ability to travel at short notice.
Organisational competencies
- Demonstrated ability to thrive in a matrix management environment.
- Excellent interpersonal and communication skills.
- Strong written and verbal communication skills tailored to different audiences and contexts.
- Entrepreneurial mindset with a proactive and solution-oriented approach.
- Ability to influence, coach, and build consensus in sensitive and complex situations.
Languages (Essential)
- Fluency in written and spoken English and Ukrainian is required.
Additional information
- The incumbent must be willing and able to occasionally travel at short notice and spend part of her time on the field.
- Testing and interviewing will be used as a form of screening.
- Initial appointment is subject to satisfactory professional references.
- Additional background checks may be required.
Application instructions
Please be sure to indicate you saw this position on Globaljobs.org