Support Services Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is” to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters and crises and health emergencies.
The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners.

The Secretariat’s headquarters is organized in three main business groups:

Partnerships, including Movement and Membership;

Programs and Operations; and

Management.

The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia and Pacific- AP (Kuala Lumpur); Europe (Budapest); Middle East and North Africa-MENA (Beirut). As one of the five decentralized Regional Offices, Regional Office for Europe supports 54 National Societies to strengthen their humanitarian and development efforts, helping them to remain partners of choice within their country and sustainable and accountable for their actions.
Based in Kyiv, the Ukraine Country Delegation Office provides support to the overall IFRC operations within Ukraine. It is supported by hubs located in Lviv, Uzhhorod and Vinnytsia.

Job Purpose

As a Support Services Officer for the Swedish Red Cross (SRC) in Ukraine, you are the link between the SRC and Ukraine Red Cross Society (URCS) program staff in Ukraine and the SRC Regional Finance Coordinator based in Moldova, and potentially with SRC headquarter in Stockholm during audits or other relevant follow-up.
The main task is to ensure that effective support services, covering financial management, administrative and logistics functions are are in place at the SRC Ukraine country office. This includes close coordination with SRC and URCS program staff both at HQ and Regional level to ensure that financial conditions in joint agreements are being followed. 
You work closely with the Country Representative, the Program Manager, and the other National and International Staff (Delegates, Project and Program Officers, Driver/Fleet Assistant) ensuring effective support is provided on tasks as noted below.
You collaborate with the URCS Finance Units, and other relevant Units related to SRC programs and activities funded by the SRC and potentially other Partner National Societies. You coordinate with IFRC on services provided through our Integration Agreement. You report to the Country Representative in Ukraine.

Job Duties and Responsibilities

Main responsibilities:
Finance:
• Responsible for petty cash transactions (payments and receipts), including monthly reconciliation. 
• Preparation of banking transactions (e.g. cash withdrawals and payments) and monthly bank 
reconciliation for UAH and EUR currency.
• Support the Programme Manager in checking and validation of monthly reports from URCS according to 
agreed procedures, including reporting.
• Liaise with Swedish RC Regional Finance Coordinator in Moldova and potentially HQ in Stockholm on 
financial matters and reporting, as needed. 
• Support preparation, follow up, and analysis of the office and the URCS programme and project 
budgets, consistent with agreements, plans and financial conditions.
• Ensure that accounting and supporting documentation of SRC funded operations is in line with SRC 
requirements.
Administration
• Ensure that all in-coming international and national staff are well facilitated, and that they return all 
equipment, assets, and any other property in their possession before they are signed off. 
• Coordinate with IFRC colleagues in Welcome and Admin services, Finance and Logistics as required for 
Swedish RC activities.
• Support in organizing trainings/workshops, when needed.
• Manage inventory of items (owned by Swedish RC) at Delegates residences and ensure sufficient office 
supplies and stationery for the office.
• Work with IFRC security to enhance security in the apartments (smoke detectors, fire extinguishers, 
shelter etc.)
• Ensure proper custody of office keys and necessary duplications are being made. 
• Coordinate and prepare all visits from SRC HQ together with Desk Officer in Stockholm and approved by 
Country Representative.
• Support the Delegates in preparing travels to the field and R&R/Holidays.

Job Duties and Responsibilities (continued)

Communications:
• Establish and ensure effective working relationships and good collaboration with colleagues in Swedish 
RC office, Ukraine RC, IFRC and other Partner National Societies.
• Maintain high level of confidentiality at all levels of work.
Others:
• Perform any other duties that may be assigned by the Country Representative. 

Education

Bachelor’s degree in business administration, Economics, Commerce, or any other relevant fields

Experience

• 1-2 years relevant working experience in finance and administration X
• Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment
• Previous experience within RCRC

Knowledge, Skills and Languages

• Strong communication skills
• Computer Literate
• Ability to work under pressure and to deadlines
• Flexibility
• Accuracy and fine attention to detail
• Organised and self-starter in work prioritising
• Tact and diplomacy
• Excellent customer service
• Fluently spoken and written English
• Good command of another IFRC official language (French, Spanish or Arabic) 

Competencies, Values and Comments

• Communication
• Collaboration and Teamwork
• Judgement and decision making
• NS and Customer Relations
• Creativity and Innovation
• Building trust