Support Services Manager (National only staff)

ROLE PURPOSE:

The role manages and oversees 70% Supply Chain (Procurements Fleet Warehousing Assets) and 30% Administration across Dnipro Kharkiv and Sumy ensuring consistent and efficient delivery of services. This includes planning and allocating resources across offices forecasting and monitoring administrative budgets for office operations consumable rentals fleet warehouse and ensuring spending remains aligned with forecasts. The role ensures procurement needs are properly planned during programme design and implementation supports prioritization of services based on programmatic urgency and ensures that operational support is delivered in a timely and coordinated manner.

KEY AREAS OF ACCOUNTABILITY:

General

• Provide Effective management of Support Services staff.
• Participate in the Area Management Team meetings provide updates on the key activities and escalate issues.
• Informed by the programmatic and contextual needs develop medium and long-term procurement strategies and resource allocation to field offices.
• In coordination with the Area Director Fild Manager Admin Safety and Security and stakeholders regularly update business continuity of offices and contribute to HERP
• Participate in the proposal designs and Awards Review Meetings
• Ensure proper use of SCI systems (ProSave PRIME TIM etc.) across the teams facilitate training for the staff as needed.
• Evaluate supply of the market for commonly commodities
• Work closely with the program operations to develop informed procurement plans and monitor their implementation.
• Together Program operations PDQ and NBD to ensure the program designs have informed procurement plans in line with PRIME Supply Chain module.
• World closely with the Finance and Programmes on the budget forecast cash requests and spending plans
• Regularly assess the quality consistency and timeliness of services delivered across Dnipro Kharkiv and Sumy offices. Identify gaps delays and uneven service levels between offices and address discrepancies.

Resourcing and Budgeting

• Oversee the expenditure and budget allocation related to administration fleet warehousing office running costs maintenance and consumables for Dnipro Kharkiv and Sumy.
• Work closely with Finance to accurately capture weekly and monthly cash request for the payments
• Ensure administrative and operational needs are properly costed and reflected in award budgets
• Together with Finance Analyze administrative spending patterns across the three offices and recommend adjustments to improve efficiency and cost optimization.
• Ensure leases service contracts rented vehicles and other recurring obligations are financially monitored renewed on time and adjusted when required.
• Contribute to the financial planning of the administrative and running costs

Administration

• Supervise overall administration of offices in Dnipro Kharkiv and Sumy
• Ensure compliance of with visitors protocols procedures are followed including visitor management travel arrangements accommodation bookings meeting room organization and staff movement
• Ensure timely renewal and monitoring of service contracts (internet security cleaning waste management generator maintenance etc.) and follow up on performance or issues.
• Coordinate with Safety and Security maintain access control and visitor protocols
• Oversee the compliance of offices spaces and fleet with SCI policies and Ukraine legislation on fire safety and other requirements
• proper functioning of premises including leases utilities cleaning maintenance repairs access arrangements and compliance with SCI operational standards

PROCUREMENT

• Develop a Sourcing Strategy/Pipeline and periodically review for timely supply chain deliverables.
• Ensure all Purchase Requisitions (PRs) are processed in a timely and compliant manner.
• Develop long-term Framework Agreements with suppliers for all strategic supplies.

WAREHOUSING

• Ensure all Warehouse(s) are operated in an efficient effective and compliant manner following Save the Childrens policies and procedures including the Total Inventory Management (TIM) system.
• Ensure stock is managed effectively communicating with programmes to ensure the timely distribution of goods to beneficiaries.
• Where necessary evaluate Warehouse needs and set up additional warehouse space if required.
• Liaise with local partners / agencies (e.g. Logistics Cluster) for warehouse activities.

FLEET

• Ensure SCIs fleet of owned and rented vehicles is managed in full compliance with SCIs regulations local laws and best practice.
• Ensure Fleet is managed effectively using established tracking documents and fleet databases.
• Ensure all drivers are adequately trained in key areas such as Safety & Security Child Safeguarding etc.
• Where necessary validate and optimize the existing fleet to ensure efficient operations.

QUALIFICATIONS AND EXPERIENCE

• Previous Save the Children experience with a very strong background in all 3 support areas but especially in Financewith hands on Agresso knowledge. Ideally someone who worked in Financial Management but also has strong knowledge/experience of Logistics including Procurement and HR including Admin.
• A minimum of 7 years management experience in a corporate or an INGO environment including experience in the development of strategic and operational support services plans and their implementation in a professional work environment over a sustained period of time
• Ability to plan and organise a substantial workload that includes complex diverse tasks and responsibilities in both development and emergency contexts
• Willingness and ability to dramatically change work practices and hours and work with incoming surge teams in the event of emergencies
• Demonstrated credibility with colleagues and stakeholders at all levels of an organization
• Excellent oral and written communication skills in English
• Strong interpersonal skills with the ability to demonstrate skills in leading a multi- disciplined team through a period of change
• Leadership skills including the ability to supervise and motivate qualified professional staff with strong personal value systems
• Analytical decision making and strategic planning skills and the ability to handle multiple priorities
• Ability to coach mentor delegate appropriately and provide developmental guidance to supervised staff
• Team building skills
• Competent level skills in core IT applications particularly MS Office
• A commitment to the values and principles of Save the Children
• Experience of exposure to developing countries
• High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children.
• Fluent in Russian/Ukrainian a distinct advantage.