Support Service Officer, operational support specialist (Impact) in Team4ua

1. Background

Team4UA is a Ukrainian charitable organization established in March 2022 implementing humanitarian relief, recovery, and reconstruction initiatives across Ukraine in cooperation with international partners, UN agencies, and civil society organizations.

The IMPACT Project (Immediate Multisectoral Priority Assistance for Conflict-affected Territories) provides rapid multisectoral humanitarian assistance to conflict-affected populations in frontline areas and to newly displaced people. The project focuses on life-saving support within the 0-50 km frontline zone, including emergency cash assistance, in-kind distributions, health support, and evacuation services.

Due to the high-risk operational context and the multi-partner implementation model, strong project management and monitoring systems are essential to ensure coordination, accountability, and compliance with donor requirements.

2. Purpose of the Assignment

The Support Services Officer (SSO) supports the efficient implementation of the IMPACT project by coordinating operational and administrative processes.

The role contributes to the effective functioning of project operations by supporting procurement, finance, human resources, logistics, and administrative services in accordance with organizational policies and procedures.

Working closely with project teams, operations staff, and external partners, the SSO ensures that support services facilitate the timely delivery of project activities and outputs.

3. Key Responsibilities

A. Operations and Administrative Support

• Coordinate operational and administrative processes supporting project implementation.
• Ensure compliance with internal procedures and operational policies.
• Maintain documentation and records related to operational activities.
• Provide operational support to programme teams and project management.

B. Procurement and Contract Support

• Support procurement of goods and services according to organizational procedures.
• Assist in preparation of procurement plans, requisitions, and procurement documentation.
• Support preparation of Terms of Reference (ToRs), Requests for Quotations (RFQs), and Requests for Proposals (RFPs).
• Assistin evaluation processes and contract administration.
• Monitor procurement processes to ensure transparency and compliance.

C. Financial Support

• Assist in financial planning and monitoring of project expenditures.
• Maintain financial documentation required for reporting and audit.
• Support payment processing in accordance with financial procedures.
• Monitor budget utilization and contribute to financial reporting.

D. Human Resources Support

• Support recruitment and onboarding processes for project personnel.
• Assist in maintaining personnel records and contracts.
• Monitor attendance, leave, and travel documentation.
• Support staff training and development activities.

E. Logistics and Asset Management

• Support logistics coordination including procurement, delivery, and inventory management.
• Maintain asset registers and inventory records.
• Assist in fleet management and office operations.
• Coordinate travel arrangements and mission logistics.

F. Coordination and Reporting

• Liaise with programme teams, partners, and service providers.
• Support preparation of operational reports and documentation.
• Contribute to monitoring operational processes and knowledge management.

4. Deliverables

• Efficient operational and administrative support to project activities.
• Procurement processes conducted in accordance with internal procedures.
• Accurate financial, administrative, and operational documentation.
• Functional logistics and asset management systems.
• Regular operational and financial reporting.

5. Qualifications and Experience

Education:

• Bachelor’s or Master’s degree in Business Administration, Public Administration, Operations Management, Logistics, Finance, or related fields.

Experience:

• Minimum 3-5 years of professional experience in operations, administration, procurement, finance, or logistics.
• Experience working with NGOs, INGOs, international organizations, or the UN system is an advantage.

Languages:

• Fluency in Ukrainian and working knowledge of English.

6. Supervision and Reporting

The Support Services Officer reports directly to the Project Manager and works in close coordination with project teams, operational departments, and external partners.

7. Duration and Duty Station

Duration: 6 months (project-based)Duty Station: Dnipro, Ukraine

8. 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

У зв’язку з триваючими бойовими діями в Україні громади, розташовані поблизу лінії фронту та у нещодавно постраждалих районах, продовжують стикатися з гострими гуманітарними потребами через руйнування інфраструктури, переміщення населення та обмежений доступ до базових послуг.

Проєкт IMPACT (Immediate Multisectoral Priority Assistance for Conflict-affected Territories) спрямований на надання швидкої мультисекторальної допомоги населенню, що проживає у зоні до 50 км від лінії фронту, новопереміщеним домогосподарствам та громадам, які постраждали від обстрілів.

Проєкт реалізується через партнерів консорціуму TERA та спеціалізовані організації і передбачає надання грошової допомоги, гуманітарних наборів, медичних та захисних послуг.

Для ефективної реалізації проєкту необхідна надійна система операційної підтримки, що забезпечує прозорість, відповідність процедурам та своєчасне виконання проєктних заходів.

2. Мета посади

Фахівець із підтримки операційної діяльності забезпечує ефективну організацію операційних та адміністративних процесів у межах реалізації проєкту IMPACT. Посада спрямована на підтримку закупівельних, фінансових, кадрових, логістичних та адміністративних процесів відповідно до внутрішніх процедур організації.

Фахівець працює у тісній координації з проєктними командами, операційними підрозділами та партнерами для забезпечення своєчасної реалізації проєктних заходів.

3. Main duties

A. Operational and administrative support

• Coordinating operational and administrative processes to support project implementation.
• Ensuring compliance with internal procedures and operational policies.
• Maintaining documentation and accounting of operational activities.
• Providing operational support to project teams.

B. Procurement and contract support

• Support procurement of goods and services in accordance with the organization's procedures.
• Preparation of procurement plans and procurement documentation support.
• Participation in the preparation of ToR, RFQ and RFP.
• Support of bid evaluation and contract management processes.

B. Financial support

• Support of financial planning and expenditure monitoring processes.
• Maintenance of financial documentation for reporting and auditing.
• Support of payment processes.
• Control of budget use.

H. HR support

• Support of recruitment and staff adaptation processes.
• Maintenance of personnel documentation and contracts.
• Monitoring of accounting of working hours, vacations and business trips.
• Support of training events for staff.

D. Logistics and asset management

• Coordination of logistics processes, including supply and inventory.
• Maintenance of asset registers and warehouse accounting.
• Support of transport and office infrastructure management.
• Organization of business trips and field missions.

E. Coordination and reporting

• Interaction with project teams, partners and suppliers.
• Preparation of operational reports and documentation.
• Participation in monitoring operational processes.

4. Expected work results

• Proper operational support for project activities.
• Purchasing processes performed in accordance with procedures.
• Accurate financial and administrative documentation.
• Efficient logistics and asset management system.
• Regular operational and financial reporting.

5. Requirements for the candidate

Education:

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

Experience:

• At least 3-5 years of professional experience in the field of operations, administration, finance or logistics.
• Experience with NGOs, international organizations or the UN system will be an advantage.

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 the project teams and operational divisions of the organization.

7. Duration of the contract and place of work

Duration of the contract: 6 months Place of work: m. Dnipro, Ukraine

8. Organization Principles

Team4UA supports equal employment opportunities, diversity and a policy of zero tolerance 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.