Head of Support Services

Norwegian Red Cross seeks a Technical support Delegate to support the Country office in Ukraine in coordination and technical lead of operational logistics, finance, administration, procurement services in the country office. The position will be based in the Ukraine Country Office and will work under the direct supervision of the Country Programme Manager.

Responsibilities

• Interacts with relevant partners regarding coordination of visa, access cards, permits, registration, etc.
• Facilitates, coordinates and/or arranges accommodation services and follows up payments in coordination with the finance department.
• Coordinates booking tickets and organizes staff travel (plane, road shuttles, train etc.) by the most cost-effective means and, if required, coordinates drop-off at / pick-up from airports, stations, etc.
• Organizes communication flow between Norcross offices, Branches, Country Office, Headquarters URCS and ICRC regarding staff travel arrangements and keeps all appropriate databases and files up to date.
• Overseeing and agreeing on contracts and providers for services including security, parking, cleaning, catering, technology and so on
• Supervising multi-disciplinary teams of staff including logistics, finance, general administration, including maintenance, grounds, security and other
• Ensuring that basic facilities, such as water and heating, are well-maintained
• Managing budgets related to technical services of CO and ensuring cost-effectiveness
• Organizing a relocation of new offices and to make decisions about leasing, renting, etc.
• Planning and coordinating administrative procurement for offices and guesthouses
• Planning, directing, managing, coordinating and supervising the programs for acquisition, assignment, utilization, maintenance, insurance, repair, replacement and disposal of fleet vehicles
• Maintain comprehensive country office procurement files, including proposals, evaluations, award documents, contracts, and correspondence on all procurements, following NorCross and donor policies this includes ensuring prompt update of procurement files into the database.
• Ensuring all procurement documents are ready for donor and external review and audits (both hard copy files and soft copy files).
• Liaise with the Global Procurement Coordinator to ensure compliance with donor procurement guidelines.
• Solicit quotations and offers, prepare bid analysis and selection of best providers based on the specifications.
• Prepare all procurement documents and maintain approvals, ensure timely submission of POs to suppliers and support in compliance to NorCross procurement processes.
• Organizing the process of receiving the goods, inspection, and obtaining delivery notes and invoices from the receiving unit.
• Verify deliveries and ensure completion before processing of payments to the suppliers.
• Maintain an up-to-date asset register for the regional and country offices.
• Monitoring of vehicle movements and recording mileage in the fleet wave.
• Perform any other related duties as required.

Formal Competence

• University Degree in Business Administration, Procurement, Logistics, or similar related degree.
• Professional qualifications in technical areas.
• At least three years’ experience in administration, finance, procurement, including providing coordination of techical support.

Personal qualifications, skills and knowledge

• Personal Attributes
• Ability to communicate effectively.
• Ability to be solution oriented.
• Collaborates well with others.
• Firm and reliable.

Language requirement

• English and Russian/or Ukrainian