Head of Support Services - Ukraine
The HALO Trust, Canada

Role: Head of Support Services - Ukraine

Salary: Up to 50,400 p/a, dependant on experience

Location: Kyiv Oblast, Ukraine

Contract: Full-time, Permanent

Reporting To: Programme Manager

The HALO Trust is the leading global NGO addressing the impact and drivers of conflict in over 30 countries and territories, employing more than 12,500 staff. Our primary duty is to serve people affected by conflict, clearing landmines and the explosive remnants of war that threaten lives and livelihoods long after fighting has finished. We make land safe where war has ended, while also assisting those affected by active conflict and endemic violence, creating more durable solutions to support stability.

The HALO Trust is seeking a highly qualified and motivated individual to join our organisation as Head of Support Services, based in Kyiv Oblast. The ideal candidate will hold a higher education degree in logistics or a related field, complimented by a minimum of five (5) years’ work experience in humanitarian logistics, ideally in an international position of responsibility.

As a senior leadership role, the Head of Support Services’ primary responsibility is to lead, manage, and improve all support services across a large and expanding program with multiple bases of operation. A key focus of this position will be developing and improving the efficacy of existing support functions by reviewing and improving operating procedures, and through contributing to the ongoing professional development of all support departments in line with humanitarian logistics best practices.

Under the guidance of the Regional Logistics Manager, the Head of Support Services will have the mandate to develop Support functions as they see fit, in line with programme and organisational strategy. This position reports directly to the Programme Manager and has line management responsibility for nine (9) department managers.

• Policy Implementation: Ensure all policies and procedures are implemented and followed, and provide instruction and support to promote compliance and best practices across the support departments.
• Procurement: Drive project procurement and provide support to the Procurement team in day-to-day tasks, review and approve procurement packs when compliant with procurement and donor procedures, develop and manage framework agreements, support supplier visits, and provide guidance and support in conducting tenders as and where appropriate.
• Logistics: Ensure monthly and biannual stock takes are completed and reported on, contribute to warehousing best practices, and support on the international shipment and importation of goods, including dual-use equipment and mechanical assets. Ensure program equipment, fleet, and mechanical assets are registered, suitable for use, and recorded on the relevant asset register.
• Fleet: Work with the Fleet Manager to ensure that fleet and mechanical assets are allocated effectively and efficiently, fuel consumption is monitored and accurate, that the existing fleet is suitable for current needs, and monitor and advise on projected needs in accordance with the Operations expansion plan.
• Facilities: Contribute to the work of the Facilities Department, including reviewing and approving requests for assignment of handymen and other tasks.
• Administration: Support the admin team in facilitating travel arrangements for staff and visitors, including domestic and international rail travel and hotel accommodation. Assess and plan for expatriate housing needs in Kyiv and the Oblasts, ensuring suitable space is available for all known incoming staff and that housing is comfortable yet cost-efficient.
• ICT: Support the ICT Department as it continues to expand and ensure the services it provides are timely and in line with existing operating procedures and HALO regulations.
• Compliance: Supported by the Regional Logistics Manager, ensure all departments are functioning according to HALO Trust standard operating procedures and donor guidelines. Where appropriate, provide training and support to teams to ensure compliance across the support services departments.
• Team Management: Work closely with other Heads of Departments to foster a positive and supportive work environment, promote teamwork, and provide training and guidance as and when required.
• Strategic Vision: Provide input for the growth and development of dynamic and adaptive Support Services departments capable of meeting the needs of the program as it expands and make recommendatio

Job Rewards and Benefits