Business Support Manager – Ukraine (INT10263)

Oxfam is a global movement of people working together to end the injustice of poverty.

In March 2022, Oxfam launched its response to the influx of refugees and other people forced to flee from Ukraine and Poland. A Programme Management Unit (PMU) was established to provide leadership, oversee, support and provide technical assistance to the response in the affected countries. The PMU is led by the Organizational Lead and includes dedicated advocacy and influencing capacity; business support functions, and a programme quality team with technical support on gender in emergencies, protection, cash and voucher programming, monitoring, evaluation, accountability and learning (MEAL), and safeguarding. Oxfam is supporting a partner-led humanitarian response for the assistance and protection of refugees and other vulnerable people from Ukraine and the communities, organisations and authorities that are hosting and supporting them in neighbouring countries. 

Location: Ukraine

Job Type: Fixed Term – One Year.

The Role

KEY RESPONSIBILITIES

Finance

• Provides direction to Country Finance Manager and finance team on financial management, policies and procedures and provides assurance of compliance with financial policies and country laws, donor reporting requirements, including proposals, budgets and donor reporting liaising.
• Ensures that the programme is informed of all developments in financial policies laid down by Oxford and PMU. Ensures the programme is complying with financial standards set by Oxfam GB.
• Provides direct support and advice to the senior leadership team in the field on all matters of finance specifically budget preparation, monitoring, control and reporting with a view to ensuring good financial standards are met.
• Directs annual budgeting and planning process for the Programme’s Global Budget in close liaison with Programme Lead and Country Lead.
• Produces monthly financial management information for the Country Management Team and ensures that the finance team provides necessary financial reports (BVA) for field programme managers to monitor and review their program activities.
• Support Finance Managers and finance team to ensure they have the necessary capacity, staffing, skills and abilities to effectively deliver operational support and services to the organisation
• Lead, motivate and support the finance staff in direct and indirect line management to work effectively together in their jobs.
• Produces monthly financial management information and ensures that the finance team provides necessary financial reports.
• Supervises the programme Admin/Finance/Logistics/ and HR teams across the Ukraine Crisis Programme in maintaining the programme inventory and fixed assets, recruitment and staffing ensuring that all Oxfam programme business support needs are provided for.

Logistics/Admin

• Line Management of the Country Logistics Manager to ensure continuous follow up on logistics processes and day-to-day operations and compliance with Oxfam Log procedures and policies.
• Provides support and guidance on good practice on procurement, use of assets, vehicles, equipment and in general organisation of resources to ensure an appropriate use and compliance with Oxfam GB policies.
• Oversee logistics teams, make sure compliance is in place and support the Logistics Manager in ensuring that Log teams in the field offices are well trained and empowered

Leadership

• Member of the senior leadership team providing leadership on programme support functions, leading on strategic planning and advice in programme support functional areas and supporting strategic planning of the programme
• Represent finance and logistics function and escalate issues and concerns from these teams, highlight risk and request adequate attention and support from country/PMU/EA management as appropriate.
• Nurture and motivate a culture-lead, diverse team to work collectively to help Oxfam to put its strategy, values, and culture into practice, particularly in becoming a safe, feminist and partner-led organisation
• Manage and increase the effectiveness and efficiency of Support Services (Finance, Logistics), through improvements to each function as well as coordination and communication between support and programme teams
• Set an example in embedding Oxfam values in the daily interaction both internally and externally

Management

• Line management responsibility for two diverse teams.
• Assign work to others, enabling them to bring their strengths and perspectives.
• Ensure increasing diversity within teams and building a culture of inclusion, including where recruiting and onboarding new members of the team.
• Provide supportive, safe, inclusive and flexible working environment for your team, allowing all voices to be heard equally and difference to thrive.
• Ensure that Oxfam’s Counter Fraud policy, strategic plans and procedures are in place and incidents are managed as per organisational standards.

Other

• Eager and required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women’s rights.
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.
• Motivation for and a ‘hands-on approach’ to setting up programs with the ability to take the initiative and to address challenges as they arise.

What we are looking for

Essential

• Graduate (or comparable experience) in a relevant field
• At least five years of management experience gained across more than one function preferably gained in a similar organization or significant experience in similar role in Humanitarian organization.
• Proven experience in financial reporting and analysis
• Developed communication skills specially to communicate complex information to a wider audience and motivate team members.
• Fluency in English

Key Attributes:

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible

Organisational Values:

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.

Desirable

• Finance qualification/certification is added value.

Minimum requirements all staff are expected to fulfil:

• Demonstrate Oxfam values and behavioural competencies.
• Behavioural skills; to be able to successfully work with and mentor others often under challenging circumstances and to demonstrate competencies around “listening and creating dialogue” and “working with others” as well as networking skills.