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.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self accountable for making decisions managing resources efficiently achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team) takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children engages and motivates others
• Future orientated thinks strategically.

Collaboration:

• Builds and maintains effective relationships with their team colleagues members and external partners and supporters
• Values diversity sees it as a source of competitive strength
• Approachable good listener easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE

• Previous experience with Save the Children or other INGOs with a strong background across key support functions particularly Supply Chain (procurement warehousing fleet) and Administration support.
• Minimum 7 years of management experience in a humanitarian INGO or corporate environment including developing and implementing strategic and operational support service plans.
• Proven ability to effectively manage multifunctional support operations across several locations ideally including oversight of regional or multi-office structures (e.g. Dnipro Kharkiv Sumy).
• Strong skills in planning and organizing a substantial workload involving complex and diverse tasks across both development and emergency contexts.
• Willingness and ability to rapidly adjust work patterns work extended hours and support surge teams when responding to emergencies or sudden operational demands.
• Demonstrated credibility and ability to build trusted relationships with colleagues programmed teams suppliers partners and stakeholders at all organizational levels.
• Excellent oral and written communication skills in English.
• Strong interpersonal and leadership skills with the ability to guide and coordinate a multi-disciplinary team (Supply Chain Admin Support Services) through periods of change or increased workload.
• Proven ability to supervise motivate and develop staff maintaining high professional and ethical standards.
• Strong analytical decision-making and strategic planning abilities capable of managing multiple competing priorities.
• Ability to coach mentor delegate and provide constructive developmental guidance to supervised staff across different duty stations.
• Excellent team-building skills and the ability to maintain a collaborative working environment across several offices.
• Competent user of core IT applications (MS Office SharePoint Teams; experience with procurement or fleet systems is an advantage).
• Strong commitment to the values principles and safeguarding standards of Save the Children.
• Previous experience working in or supporting developing or humanitarian contexts.
• High level of commitment to SCIs mission operational excellence and programmatic goals.
• Fluency in Ukrainian or English is a strong advantage; working knowledge of both is preferred.