Business Support Manager – Ukraine Response

Oxfam is a global movement of people working together to end the injustice of poverty.

In March 2022, Oxfam launched its response to the influx of refugees and other people forced to flee from Ukraine in Romania, Moldova and Poland. A Programme Management Unit (PMU) has been established to provide leadership, oversee, support and provide technical assistance to the response in the affected countries.

The PMU will be led by an Operational Lead and includes dedicated advocacy and influencing capacity; business support functions, and a programme quality team with technical support on gender in emergencies, protection, cash and voucher programming, monitoring, evaluation, accountability and learning (MEAL), and safeguarding.

Poland / Romania / Moldova Programmes.

Oxfam is supporting a partner-led humanitarian response for the assistance and protection of refugees and other vulnerable people from Ukraine and the communities, organisations and authorities that are hosting and supporting them in neighbouring countries. The response is strongly driven by the protection needs of refugees and the need for national organisations and authorities to be supporting in scaling up for the refugee response, delivering quality protection support, as well as advocacy for the rights and protection of all refugees and people on the move needing protection.

The Role

• The role of Business Support Manager is to manage the business administration of Ukraine Crisis including oversight and accountability for the Finance, Logistic (including procurement), HR support and Funding. This is a key role in the senior leadership team for Oxfam’s Ukraine Crisis Response Programme management unit (PMU).

Job Type: Fixed Term, 1 year

KEY RESPONSIBILITIES

Technical

Finance

• Provides direction to the PMU (Programme Management Unit of the Ukraine Crisis Response) Finance Manager and finance team on financial management, policies and procedures and provides assurance of compliance with financial policies and country laws donor reporting requirements, including proposals, budgets and donor reporting liaising.
• Ensures that the programme is informed of all developments in financial policies laid down by Oxford, PMU or the Country Programme. Ensures the programme is complying with financial standards set by Oxfam GB.
• Provides direct support and advice to the senior leadership team in the field on all matters of finance specifically budget preparation, monitoring, control and reporting with a view to ensuring good financial standards are met.
• Directs annual budgeting and planning process for the Programme’s Global Budget in close liaison with the organisational Lead, Operational Lead, Programme Lead, Country Leads
• Produces monthly financial management information for the Country Management Team and ensures that the finance team provides necessary financial reports (BVA) for field programme managers to monitor and review their project activities.
• Oversee country offices finance team, make sure compliance is in place and support Poland, Ukraine, Romania and Moldova Finance managers in ensuring the Finance team in these offices are well trained and empowered.
• Produces monthly financial management information and ensures that the finance team provides necessary financial reports
• Supervises the programme Admin/Finance/Logistics/ and HR teams across the Ukraine Crisis Programme in maintaining the programme inventory and fixed assets, recruitment and staffing ensuring that all Oxfam programme business support needs are provided for.

Human Resources

• The HR manager will be reporting to the post holder (BSM). This would include indirect line management of the HR team.
• Ensure the consistent application of HR policy and procedures in line with Oxfam best practice and according to affiliate procedures.
• Development and maintenance of HR systems for projects (and sub-offices) in the 4 countries
• Developing systems for maintenance of full HR records and contract management.
• Co-ordinate and support international and national recruitment and ensure Oxfam business processes are followed in time. Work closely with field offices to ensure HR administration standards for recruitment and recruitment monitoring.

Logistics/Admin

• Line Management of the PMU Logistics Manager to ensure continuous follow up on Logistics processes and day-to-day operations and compliance with Oxfam Log procedures and policies in the 4 countries that Oxfam has operations in (Ukraine, Poland, Romania and Moldova).
• Provides support and guidance on good practice on procurement, use of assets, vehicles, equipment and in general organisation of resources to ensure an appropriate use and compliance with Oxfam GB policies.
• Oversee 4 countries Logs teams, make sure compliance is in place and support the Logistics Manager in ensuring that Log teams in the field offices are well trained and empowered

Leadership

• Member of the response senior leadership team providing leadership on programme support functions, leading on strategic planning and advice in programme support functional areas and supporting strategic planning of the programme
• Represent logistics finance and HR function and escalate issues and concerns from these teams, highlight risk and request adequate attention and support from country/PMU/EA management as appropriate.
• Nurture and motivate a culture-lead, diverse team to work collectively to help Oxfam to put its strategy, values, and culture into practice, particularly in becoming a safe, feminist and partner-led organisation

Management

• Line management responsibility for 3 diverse teams.
• Assign work to others, enabling them to bring their strengths and perspectives.
• Ensure increasing diversity within teams and building a culture of inclusion, including where recruiting and onboarding new members of the team.
• Provide supportive, safe, inclusive and flexible working environment for your team, allowing all voices to be heard equally and difference to thrive.
• Ensure that Oxfam’s Counter Fraud policy, strategic plans and procedures are in place and incidents are managed as per organisational standards.

Experience, Knowledge & Competencies

Essential

• Graduate (or comparable experience) in a relevant field
• Significant management experience gained across more than one function preferably gained in a similar organisation or significant experience in similar role in Humanitarian organisation.
• Proven experience in financial reporting and analysis
• Developed communication skills especially to communicate complex information to a wider audience and motivate team members.
• Fluency in English

Key Attributes:

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible**.**

Organisational Values:

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.

Desirable

• Finance qualification/certification is added value.