Support Functions Coordinator (M/W)

Job description

POSITION: Operations Department

The coordinator will be placed under the hierarchal responsibility of the Director of the mAIDan program.

They will regularly work with all of the project leaders based in Ukraine.

The coordinator’s action will be part of the coordination of the Shared Support Functions unit (SSU) lead by the organisation and transformation cell of the Operations Department.

Finally, the coordinator may be required to be in regular contact with the Transversal Functions Department at headquarters. 

MISSIONS

The coordinator of transversal functions is responsible for the support to the implementation of projects, with the help of team, through the Shared Support Unit for the different projects in Ukraine.

He/She will coordinate the planning, steering and implementation of financial, logistic and administrative activities.

He/she will also coordinate the human resources of all projects according to the contracting modalities and Expertise France’s procedures.

The coordinator will be in charge of the consolidated reporting for the projects on support subjects.

Initially, the coordinator will be supported in their new role by a consultant hired by Expertise France to set up the SSU, in particular to fine-tune the HR organisation according to the needs and constraints of the projects in progress and the projects in their inception phase.

He/she will have to set up a physical implementation adapted to operation of the projects and adapted to the safety and security constrains.

The coordinator will have to identify the HR framework necessary to facilitate the recruitment and deployment of local and international staff and they will have to finalise the recruitments for the rest of the SSU staff.

Once the SSU will be in place, the coordinator will be responsible of the coordination of the entire support unit teams.

He/she will also be responsible of the management of the unit staff.

As we move forward with the implementation of the SSU new staff will be recruited. 

Secondly, once Expertise France’s status is created via the implementation of an intergovernmental agreement on the FDA group (French Development Agency), the coordinator will also have the responsibility to operationalise the establishment agreement of Expertise France in Ukraine.

To that end, he/she will have to pilot organisational and HR aspects but the coordinator will also have to support projects leaders in their budget review.

He/she will work in close collaboration with projects implementation partners.

In this context the coordinator – with the support of the steering unit, thematic departments, operation department and/or transversal function department at HQ -  insures the external communication on support questions with local authorities and donors. 

The principal missions assigned to the coordinator of transversal functions will be:

The set-up of the SSU with the support of a consultant hired by Expertise France

•          Support the inception of the organisation chart based on the ongoing work,he/she will also support the definition of the responsibilities of the different members of staff.
•          Recruiting and support agents
•          Define processes and implement the tools and procedures needed for the professionalization and empowerment field staff
•          Define the responsibility assignment matrix (RAM) in collaboration with the relevant managers in order to encourage fluid interactions with the projects and projects teams.
•          Scale up certain processes to support projects on a regional scale (support and reporting mechanisms)
•          Support projects in their budget review

Management

•          Coordinate all teams and insure direct management of SSU staff members.
•          Ensure the global management of the organisation and operation of the office.
•          Participate in collaboration with the safety referent to the elaboration and implementation of safety management processes for project teams.

Financial management

•          Working closely with the Administrative and Financial Manager, who is responsible for planning, steering and monitoring the project budget, in compliance with contractual obligations and Expertise France rules;
•         Consolidate monthly budget monitoring and forecasts for projects, in liaison with the programme teams;
•          Supervises cash flow and monthly accounting;
•          Responsible for accounting closing exercises and agency budget references;
•          Responsible of the financial security;
•          Responsible for the preparation of financial reports in compliance with donor rules.
•          Responsible for planning, implementing and monitoring project audits in liaison with head office.

 Procurement and grants

•          Working closely with the Legal Affairs Department and the Contracts Manager, who is responsible for: planning, steering and monitoring the implementation of the project procurement plan, in conjunction with the project managers.
•          Together with the Contracts Manager, implement the SSU's purchasing process (purchase requests, rules for awarding and granting subsidies, contract numbering) and communicates it to the various internal departments.

Logistics and event management

•          Working closely with the Head of Logistics and Events: overseeing the logistics activities of the office and projects
•          Implement the SSU's logistics process and communicate it to projects for the organisation of workshops, training courses and project-related events
•          Supervise the office's logistics activities: general resources, management of rental leases and IT
•          Validate the monthly logistical monitoring of projects and supervise the management of project and office assets
•          Supervise the fleet of vehicles and drivers. 

Administrative management/HR

•          Definition of the EF salary scale
•          Working closely with the HR manager, the wage-portage agency, the HR department and the legal affairs department at head office: overseeing the administrative management of human resources, including the implementation of HR processes in the field (recruitment, assessment, training) and the harmonisation of a pay policy (pay scale).  
•          Consolidate monthly administrative and HR monitoring of projects
•          Working closely with the HR Manager, ensure that recruitment processes run smoothly.
•          Working closely with the HR Manager, ensure that EF is properly set up as a direct employer in Ukraine

Internal control

•          Responsible for the application of internal control within the office (transmission of procedures, monitoring of their adoption).
•          Contribute to the development of new procedures for the field.

About Expertise France:

Expertise France is the French Public Agency of Technical Cooperation.

The agency intervenes on four priority areas:

•         Democratic, economic and financial Governance
•           Stability of countries in crisis/post-crisis stability and security
•           Climate change and urban sustainable development
•           Health systems reinforcement, social protection and employment.

With an activity volume of 191 million of euros, more than 500 projects in the portfolio in 100 countries and 63 300 days of expertise delivered per year, Expertise France marks its intervention under the French policy of solidarity, influence and diplomacy.

Ukraine is quickly becoming one of the countries of intervention of Expertise France.

The agency operates there national and regional projects and intervenes under a wide range of thematic (health, local governance, justice sector reform, support to innovation and entrepreneurship…).

•          Master’s degree preferably in business, finance, logistics, HR or project management;
•          At least 6 years' successful experience in coordinating support functions;
•          Desirable versatility (finance, contracting, logistics, administration, HR, audit, internal control, etc.).
•          Experience of working in Ukraine appreciated
•          Experience in an NGO appreciated
•          Experience in national and international team management but also in change management appreciated
•          Good command of the fundamentals of project management and the project cycle
•          Good command of EU procedures
•          Excellent command of office tools, in particular Excel and Word
•          Proficiency in accounting software would be an asset
•          Very good command of French (written and spoken)

SKILLS

•          Autonomy, responsiveness and adaptability
•          Ability to manage and coordinate multiple teams
•          good communication skills
•          Organisational skills and thoroughness
•          Ability to work under pressure
•          Sense of diplomacy

LOCATION: Based in Kyiv, with occasional travel within the country.

Required Skill Profession

Business Operations Specialists