Manager, Corporate Services (national staff position)

Job Purpose

Reporting to the Head of Delegation, the Corporate Services Manager will lead and direct support services in Finance, Admin, Logistics/Procurement, Human Resources, IT to provide comprehensive and effective services, meeting the needs of operations in Ukraine.

This role will ensure the successful delivery of support services tailored to the needs of the RC/RC Movement, manage support resources and service capacity of the office and service centers in Ukraine. The incumbent will ensure that strategies and priorities for services are articulated and that resources are efficiently allocated, further developed and maximized.

In addition, this role will support the Head of Delegation by reviewing and improving office structures and internal mechanisms and may be required to represent IFRC in different meetings and fora, as needed.

Job Duties and Responsibilities

Finance:

• Through a coordinator, manage a finance team ensuring a robust efficient and effective financial infrastructure in compliance with IFRC procedures, able to respond to changing requirements in an emergency situation and adapt to new program initiatives.
• Provide comprehensive technical review/and advice on donor grants and proposals to senior management and resource mobilization colleagues prior to the signing of the agreement.
• Track, monitor and follow up on income and pledges, identify overdue pledge payments or dormant pledges and indicate underspending and the requirements for possible time frame extensions. Track donor balances and ensure appropriate coding of expenses. Ensure that all donor reporting requirements (financial) are met within the deadlines, and the accuracy, integrity and timeliness of the reports are maintained.
• Ensure that IFRC internal control procedures are in place and regularly reviewed to identify possible areas of weakness in financial controls within the system, implement changes to address these.
• Produce a comprehensive, relevant and useful monthly financial report for the Head of Emergency Operations
• Liaise closely with the Technical Manager, Regional Head of Finance & Administration, keeping him/her updated of all significant financial issues pertaining to the operations and seek advice/input/instruction as required.
• Consider the financial risks and suggest/implement methodologies to reduce such risk, including field spot-checking and approaches that lead to greater physical verification and validation of transactions.
• Ensure, track and report that Shared Office and Services Costs (SOSC) fee are recovered as per costing principles of full cost recovery.
• Incorporate risk management framework and control mechanism in the operation, and also provide training and disseminate the procedure on Fraud and Corruption Prevention and control policy.
• Ensure MoU and Project Agreements are in place prior to transferring working advance to national society for implementation. Project agreements should have a clear budget breakdown, project proposal, timeframe for spending and reporting. Compulsory to complete monthly working advance reconciliation between IFRC and NS.

Human Resources (HR):

• Through an HR responsible, manage the HR team and provide information on rights and obligations of staff and run hiring processes.
• Ensure that Draft HR staffing plans annually (and ad-hoc, if needed) accompanied by a financial funding plan to ensure that all tasks can be fulfilled by CCD and that all positions are fully funded.
• Manage IFRC personnel within the Ukraine Office in accordance with global and local human resources procedures and regulations.
• Ensure all contracts are in accordance with IFRC standards and with local laws.
• Review and update staff regulations.
• Be a potential contact point for complaints of misconduct, (sexual) harassment, etc. and be aware of the latest standards and mechanisms for these complaints.
• Participate in regional HR activities and regularly provide data as requested by the Regional Office / headquarters.

Administration and Logistics:

• Through a Coordinator and a senior Administration Officer, establish and review effective administrative processes and procedures in the Ukraine Office
• Ensure compliance with administrative and logistics global procedures (fleet, procurement, assets, etc.)
• Coordinate more complicated or more significant procurements for the office or operations.
• Coordinate administrative support to all stakeholders in IFRC, NS, and PNS and liaise with partners to make sure we are aware of the latest developments in terms of administrative service provision in Ukraine.
• Regularly review internal procedures and documents to ensure they meet IFRC standards and requirements and meet local requirements.
• Together with the direct responsible, manage the Administration and Logistics team.

Information Technology:

• With an IT officer, ensure safe data storage and integration of Ukraine-specific IT websites into global IFRC websites. Ensure safety to cyber attacks of these websites administered by the CCD.
• Ensure an optimum level of communication and IT services for the successful implementation of programmes.
• Define and pursue opportunities for greater harmonization where possible, especially across the Movement and eventually ICRC and National Societies (NS).

Legal:

• Act as a focal point in dealing with the legal advisors (local lawyers and IFRC legal department).
• Work on global requirements such as reviewing NS statutes as requested by Head of Delegation.

Business Continuity Planning:

• Lead on drafting business continuity planning processes for Ukraine and support National Societies to develop their own business continuity plans, jointly with the Security Coordinator.
• Ensure that Ukraine Office meets the hygienic safety requirements to protect staff from COVID-19 transmission.

Integration Agreement:

• Under the lead of the Head of Delegation and the Membership Coordinator, provide communication for Integrated Partner National Societies (PNS) in the Ukraine Office.
• Ensuring that the Ukraine Office and the PNS meet the terms and obligations of the Integration Agreements.
• Regularly liaise with ICRC both in terms of support services provided but also in terms of ensuring information sharing and collaboration as relevant.
• Work closely with relevant counterparts in National Societies and ensure close collaboration with the National Society Development unit to provide technical support for capacity building of National Societies (NS) counterparts, in the field of corporate services.

External Partnerships:

• In the technical field of corporate services, develop policy briefs and materials to support IFRC positioning and key messaging on the occasion of meetings and events;
• Ensure environment scanning and policy analysis on key trends and strategies developed within the humanitarian and development landscape, related to the provision of corporate services.
• Support the organization of pledging events and conferences in relation to critical disasters or crisis;

Education

• University degree in Administration, Law, Political Science, Disaster Management or other relevant discipline (Required)
• Relevant professional training courses (Preferred)

Experience

• 5 years working in development, humanitarian and/or disaster management programmes (Required)
• Work experience with the Red Cross/Red Crescent Movement (Required)
• At least 5 years work experience managing and supporting staff (Required)
• At least 7 years professional experience in humanitarian advocacy (Required)
• Solid experience working with governments / diplomatic community (Required)
• Working experience with international organisations (Required)
• Experience in project management including multi-stakeholder engagement (Required)
• Working with international funding agencies (e.g. EU, financial institutions or governments) (Required)
• Experience in strategic planning (Required)

Knowledge, Skills and Language

• Self-supporting in computer skills (Required)
• Excellent training, facilitation and communication skills (Required)
• Excellent written and spoken English (Required)
• Familiarity with international financing systems for humanitarian and development sectors (Required)
• Familiarity with critical policy agendas (Required)
• Ability to work in a diverse cultural context (Required)
• Highly organised, with ability to create a team approach (Required)
• Fluently spoken and written English and Ukrainian (Required)
• Good command of another IFRC official language (French, Spanish or Arabic) (Preferred)

Competencies and Values

Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust;

Comments

This is a full time national staff position to be based in Ukraine.