Deputy Head of Support Services

Salary: Starting from £33,000 per annum (dependent on experience)

Contract: Full-time, Permanent

Location: Brovary, Ukraine (with travel to other regions required)

Accommodation: Shared accommodation in a HALO rented apartment.

Reporting to: Head of Support Services

About HALO

Established in Afghanistan in 1988, HALO Trust is the world’s largest mine action organisation. Our mission is to save lives and restore communities threatened by landmines and other explosive hazards including unexploded or abandoned cluster bombs, projectiles, rockets and improvised explosive devices (IEDs). With a staff of 12,500 we are operational in 30 countries around the world.

Since our beginning, HALO has been at the forefront of innovative technological and procedural developments in Mine Action, and we use a wide range of equipment and techniques to find and remove explosive hazards. Well established in Ukraine since 2016, we are expanding quickly to meet the burgeoning explosive hazard threat across the country.

About the Role

HALO Trust is seeking a highly qualified and motivated individual to join the organisation as Deputy Head of Support Services, based in Brovary, Kyiv Oblast. The ideal candidate will hold an educational degree in logistics or a related field, along with a minimum of 2 years’ work experience in humanitarian logistics, ideally in an international position of responsibility.

In this position the successful candidate will be responsible for supporting the Head of Support Services in leading, managing, and improving all support services across a large and rapidly expanding program with multiple bases of operation. A key focus of this position will be to support the Head of Support Services in 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.

*This Role Is Based On-Site In Ukraine, And Cannot Be Conducted Remotely*

Responsibilities

• Policy Implementation: Under guidance from the Head of Support Services, 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: 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 stocktakes 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 and Mechanical Assets Coordinator and 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: With guidance from the Head of Support Services, 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: Support the Head of Support Services 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 recommendations to the Head of Support Services accordingly.
• Other: Undertake any other tasks as delegated by the Head of Support Services or Programme Manager.

Requirements

Required:

• University degree in logistics, development, or a related field.
• Experience in humanitarian logistics, including in progressively more responsible roles.
• In-depth knowledge of procurement and logistics best practices and donor reporting requirements.
• Strong leadership and team management skills, with the ability to motivate and guide a diverse team of professionals.
• Previous experience working within a humanitarian organisation (required);
• Fluent in English.
• Strong IT skills, including Microsoft Office, with the ability to learn and adapt various software tools.

Desirable:

• Working knowledge of Ukrainian or Russian an asset.
• Solid work ethic and strong delegation skills, capable of working productively under pressure and as part of a diverse team.
• Adaptable and flexible with the ability to prioritise competing tasks.
• Good analytical and problem-solving skills, with a keen attention to detail.
• Commitment to HALO Trust principles.

Benefits

• 49 calendar days paid leave increasing to 56 after two years’ service.
• 3 days paid RnR per year, along with $300 allowance
• $350 USD p/m Local Overseas Allowance
• Food allowance of approx. 360 $/M is paid if staying full month in mission, otherwise paid on pro rata basis
• Private Health Insurance
• Shared accommodation in a HALO rented apartment with local overseas and food allowance.
• HALO will pay 350 $/M as housing allowance, if a staff member needs to rent separate accommodation.
• Three economy return flights to official home address (or an alternative location up to equivalent cost)
• Life insurance and personal accident/medical expenses insurance.
• Allocation of HALO car for in-country mobility

This job description is intended to summarise the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All HALO staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

If you wish to apply, please submit your CV (no more than 2 pages), a covering letter (no more than one page) detailing your suitability for the role, and a sample of writing which best represents your ability to write and conduct analysis. Closing date for applications is 31st October 2024 at midnight. If there is a sufficient calibre of applicant, we reserve the right to close the role earlier than the date noted.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and wellbeing of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.