Support Service Officer, operational support specialist (Ease-2) in Team4ua

1. Background

Team4UA is a Ukrainian charitable organization established in March 2022 that implements humanitarian relief, recovery, and reconstruction initiatives across Ukraine.

Team4UA coordinates the TERA Consortium, implementing the national humanitarian project EASE 2.0 — Emergency Assistance and Support to Evacuation, which provides protection-led multisectoral assistance to internally displaced persons and conflict-affected populations. The project operates across 16 oblasts of Ukraine and supports people throughout the displacement cycle — from evacuation and emergency response to reintegration and community recovery.

To ensure effective project delivery, strong coordination is required between program teams and support departments including finance, HR, procurement & logistics, and administration.

2. Purpose of the Assignment

Under the supervision of the Project Manager, the Support Services Officer coordinates operational support services required for the implementation of the EASE 2.0 project.

The role acts as the operational liaison between the project team and the organization’s support departments, ensuring that operational needs are addressed efficiently and in compliance with internal procedures and donor requirements.

3. Key Responsibilities

A. Operational Coordination

• Coordinate operational requests between project teams and support departments (Finance, HR, Procurement & Logistics, Administration).
• Monitor the status of operational processes and ensure timely resolution of support requests.
• Facilitate operational coordination with consortium partners when required.

B. Financial Coordination

• Support financial coordination related to project activities in collaboration with the Finance Department.
• Assist in tracking project expenditures and monitoring budget implementation.
• Support preparation of financial documentation related to project activities.

C. Procurement & Logistics Coordination

• Coordinate procurement requests required for project implementation.
• Follow up with the Procurement & LogisticsDepartment on procurement processes.
• Support logistics arrangements for project activities, including transportation and delivery of goods and services.

D. HR Support

• Support HR-related processes for project staff in coordination with the HR Department.
• Assist with recruitment coordination and onboarding processes.
• Support preparation and maintenance of staff documentation where required.

E. Administrative Support

• Assist with administrative arrangements for project activities, including meetings, workshops, and trainings.
• Maintain organized operational documentation related to project implementation.
• Support preparation of internal operational updates and reports.

4. Deliverables

• Timely coordination and resolution of operational requests between project teams and support departments.
• Properly documented and tracked operational processes related to project implementation.
• Organized and up-to-date project operational documentation and records.
• Coordinated procurement and logistics requests supporting project activities.
• Administrative and HR support processes for project staff effectively facilitated.
• Regular operational updates and internal reports prepared for the Project Manager.
• Effective operational coordination with consortium partners when required.
• Smooth and compliant operational support ensuring uninterrupted project implementation.

5. Qualifications and Experience

Education:

• University degree in business administration, management, logistics, finance, public administration, or a related field.

Experience:

• Minimum 3 years of professional experience in operations, administration, project support, or coordination roles.
• Experience in humanitarian or development programs is an advantage.
• Experience coordinating operational processes across multiple departments is desirable.

Technical Skills & Competencies:

• Strong organizational and coordination skills
• Ability to manage multiple operational processes simultaneously
• Strong communication and problem-solving skills
• Good documentation and reporting skills
• Ability to work in a fast-paced humanitarian environment

Languages:

• Fluency in Ukrainian and working knowledge of English are required.

6. Supervision and Reporting

The Support Services Officer reports to the Project Manager and works in close coordination with the Finance, Human Resources, Procurement & Logistics, and Administration departments, as well as with program teams and consortium partners.

7. Duration and Duty Station

Duration: 12 months, with possible extension subject to funding. Duty Station: Dnipro, Ukraine

8. Reservation

Subject to Ukrainian legislation and organizational eligibility, the position may qualify for staff reservation (military deferment) in accordance with national regulations.

9. Organizational Commitments

Team4UA promotes diversity, equal employment opportunities, and zero tolerance for abuse, harassment, and misconduct. All staff must comply with Ukrainian legislation, the Code of Conduct, safeguarding principles, and humanitarian accountability standards.

1. Загальна інформація

Team4UA — українська благодійна організація, створена у березні 2022 року, яка реалізує гуманітарні, відновлювальні та соціальні проєкти по всій Україні. Фонд координує консорціум TERA, який реалізує гуманітарний проєкт EASE 2.0 (Emergency Assistance and Support to Evacuation) — мультисекторальну програму допомоги внутрішньо переміщеним особам та постраждалому від війни населенню.

Проєкт реалізується у 16 областях України та охоплює повний цикл підтримки людей під час переміщення — від евакуації та екстреної допомоги до інтеграції та відновлення громад.

Для ефективної реалізації проєкту необхідна тісна координація між програмними командами та підрозділами підтримки, зокрема фінансами, HR, закупівлями та логістикою, а також адміністративною службою. Фахівець із підтримки операційної діяльності відіграє важливу роль у забезпеченні такої координації та належної операційної підтримки проєкту.

2. Мета посади

Фахівець із підтримки операційної діяльності координує операційну підтримку, необхідну для реалізації проєкту EASE 2.0, and acts as a key contact person between the project team and the organization's support units.

3. Main duties

A. Operational coordination

• Coordination of operational requests between the project team and support units (finance, HR, procurement and logistics, administration).
• Monitoring the execution of operational processes and timely resolution of requests.
• Coordination of operational issues with consortium partners.

B. Financial coordination

• Supporting financial processes related to project implementation in interaction with the finance department.
• Assisting in tracking project costs and budget execution.
• Preparing financial documentation related to project activities.

B. Procurement and logistics coordination

• Coordinating procurement requests for the needs of the project.
• Supporting procurement processes in cooperation with the procurement and logistics department.
• Supporting the organization of project activity logistics, including transportation and supply of goods and services.

H. HR support

• Coordinating HR processes for project employees.
• Supporting recruitment processes and adaptation of new employees.
• Management and support of personnel documentation as needed.

D. Administrative support

• Organizational support for meetings, trainings and other project activities. • Maintenance of project operational documentation. • Preparation of internal operational reports and updates.

4. Expected work results

• Timely coordination of operational processes between organizational units.
• Properly documented operational processes of project implementation.
• Current and orderly project operational documentation.
• Coordinated procurement and logistics processes for project activities.
• Established support for HR and administrative processes for employees of the project.
• Prepared regular operational reports for the project manager.
• Ensured operational coordination with consortium partners.
• Uninterrupted operational support for project implementation.

5. Requirements for the candidate

Education:

Higher education in management, business administration, finance, logistics, public administration or related areas.

Experience:

• At least 3 years of professional experience in the field of operations, administration or project support.
• Experience in humanitarian or international programs will be an advantage.
• Experience in coordinating processes between several units.

Skills

• Strong organizational and coordination skills
• Ability to work with several processes at the same time
• Developed communication and analytical skills
• Skills to work with documentation and reporting
• Ability to work in a dynamic humanitarian environment

Languages

Fluency in Ukrainian and working knowledge of English.

6. Reporting and Reporting

The Operations Support Specialist reports to the Project Manager and works in close coordination with Finance, HR, Procurement and Logistics, Administration, as well as program teams and partners consortium.

7. Contract duration and place of work

Contract duration: 12 months with the possibility of extension. Place of work: Dnipro, Ukraine

8. Reservation

According to the legislation of Ukraine and under the conditions of the organization's compliance with the established requirements, the position may provide for the reservation of an employee (deferral from mobilization).

9. Organization Principles

Team4UA supports equal employment opportunities, diversity and a zero-tolerance policy for abuse, harassment and misconduct. All employees are obliged to comply with the legislation of Ukraine, the organization's Code of Conduct, safeguarding principles and standards of humanitarian accountability.