Programme Support Services Coordinator

TITLE: Program Support Services Coordinator
TEAM/PROGRAMME: Programme Operations LOCATION: Herat response
GRADE: 3 Type of Contract: Fixed Term

CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Program Support Services Coordinator is responsible for the effective management and oversight of finance, administration, supply chain, procurement, logistics, warehouse, IT, and security functions in the Herat Field Office. This role ensures that all support services are efficient, compliant, and responsive to program and operational needs, enabling the smooth delivery of emergency response activities.

Working closely with the Emergency Response Manager and relevant Country Office (CO) departments, the coordinator ensures timely implementation of the Emergency Response Plan, Budget Plan, Procurement Plan, HR Plan, and Security Plan, while maintaining full compliance with donor regulations and SCI policies. The coordinator provides ongoing operational and compliance analysis, strengthens accountability systems, and ensures effective risk management across support functions, including IT systems and security protocols.
In the event of a large-scale humanitarian emergency, including out-of-area responses, the role holder will be expected to adapt beyond the normal role profile, including working flexible hours and supporting emergency deployments as required

SCOPE OF ROLE:
Reports to: Emergency Response Manager

Staff reporting to this post: Finance, HR & Admin, IT, Supply Chain and Security personnel

Budget Responsibilities: No direct Budget Holding Responsibilities

Role Dimensions: The Program Support Services Coordinator will have excellent understanding of Donnor Rules and Regulations, will be responsible for the day-to-day management of finance, compliance and administration on the Herat Response project. S/he report will directly to the Emergency Response Manager and will coordinate and collaborate closely with the technical program staff and M&E team to ensure smooth implementation of activities and expenditures. S/he will participate in the Response Project key meetings as well as in the Operations and Finance meetings organized by the Country Office.

Key Responsibilities: General
Finance & Compliance
• Oversee day-to-day financial operations of the field office, including petty cash management, staff advances, and timely reconciliation.
• Ensure proper filing, security, and confidentiality of all financial documentation.
• Review and submit monthly financial reports to the CO, ensuring donor and SCI compliance.
• Support budget monitoring and expenditure tracking in close coordination with program teams.
• Flag and address any compliance issues related to donor regulations.
Fleet, Procurement & Supply Chain
• Oversee all logistics operations in the Herat Field Office to ensure efficient support for program implementation.
• Manage the vehicle fleet, including allocation, scheduling, fuel usage, and maintenance to ensure safe and cost-effective operations.
• Supervise drivers and ensure compliance with SCI fleet management policies and road safety procedures.
• Support field movements, distribution planning, and transport of supplies in coordination with program teams.
• Maintain updated records for fleet operations (logbooks, mileage, fuel, maintenance reports).
• Ensure proper functioning of warehouses, including receipt, storage, and dispatch of supplies.
• Conduct regular inventory checks and maintain accurate stock records in line with SCI standards.
• Develop, update, and monitor the procurement plan for all active emergency projects.
• Ensure transparent, competitive, and donor-compliant procurement processes at the field level.
• Manage vendor relationships, contracts, and payments in close coordination with CO Supply Chain.
• Coordinate with program teams to ensure timely delivery of goods and services.
• Ensure and Track Pro Save data, and all payments have been concluded by Country office/Field office Finance.
• Keep track record of Offline procurement.
• Ensure no supplier or service provider has been engaged without proper documentation.
• Ensure complete documents of Hard commitment have been uploaded to the Prosave system.
Logistics & Warehouse Management
• Ensure proper logistics support for staff movement, field activities, and distributions.
• Supervise Total Inventory Management (TIM) and ensure all items, GIK’s are registered in the TIM, warehouse/storekeeping staff to ensure proper receipt, storage, and release of items.
• Maintain updated inventory records, ensuring periodic physical checks and compliance with SCI standards.
• Physically check all items, BIN cards are updated and time to time fumigation and damage control mechanisms are in place.
Administration & HR Support
• Ensure effective management of field office administration, leases, utilities, and office equipment.
• Support recruitment processes at the field level, in coordination with CO HR.
• Maintain accurate HR records for Herat-based staff, ensuring adherence to SCI policies.
• Ensure safe and secure filing of administrative and HR documentation.
Coordination & Communication
• Act as the focal point for all support service functions in Herat, liaising regularly with CO Support Services units (Finance, HR/Admin, Supply Chain, Awards).
• Provide regular updates and reports to the Emergency Response Manager and CO on support functions.
• Support program staff with compliance-related guidance and ensure donor requirements are consistently met.
• Participate in relevant coordination meetings, training, and workshops.
Capacity Building & Staff Management
• Supervise and mentor field support service staff, building their technical capacity and performance.
• Ensure staff understand and apply SCI and donor policies in their daily work.
• Promote a culture of accountability, teamwork, and continuous improvement within the support services team.
Information Technology (IT) Management
• Oversee the proper functioning of IT systems and equipment in the Herat Field Office.
• Ensure reliable internet connectivity and troubleshoot basic IT problems in coordination with CO IT team.
• Maintain an updated inventory of IT assets (laptops, printers, phones, routers, etc.) and ensure proper use and safeguarding.
• Support adherence to SCI IT policies, including data protection, cybersecurity, and responsible use of ICT equipment.
• Facilitate staff training on safe use of IT systems and tools.
Security Management
• Act as the focal point for security management in the Herat Field Office, ensuring alignment with SCI Security protocols.
• Support the Emergency Response Manager and CO Security team in conducting regular risk assessments, incident reporting, and updating security plans.
• Ensure staff are briefed on security procedures, including movement protocols, communications, and contingency plans.
• Oversee implementation of safety measures at the office, guesthouses, and warehouses, including access control and emergency preparedness.
• Liaise with local authorities, UN security, and other INGOs on security matters as required.
• Ensure all staff comply with SCI safety and security policies.
Other Duties
• Support external and internal audits by ensuring timely provision of documentation.
• Ensuring safeguarding, safety, and security standards are integrated into support services operations.
• Undertake other tasks as requested by the Emergency Response Manager or CO Support Services Leads.
Any other responsibilities asking by line manager

BEHAVIOURS (Values in Practice)

Accountability:
• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS AND EXPERIENCE:

QUALIFICATIONS
• Bachelor’s degree in accountancy, Finance, Business Administration, Organizational Management or full ACCA, CIMA, official professional accountancy qualification within Afghanistan.

EXPERIENCE AND SKILLS
Essential
• Understanding of key humanitarian concepts and developments, e.g. the Humanitarian Principles, the Grand Bargain, the Core Humanitarian Standard and Cluster architecture
• Registration with the Afghanistan Institute of Chartered Accountants.
• Demonstrated 3+ years in accounting, financial planning and management procurement and other management support areas/functions.
• Demonstrated experience, exceptional understanding and experience with Donor rules and regulations, and procedures including auditing requirements
• Demonstrated ability managing a program of similar scale and complexity and management of functions
• Previous work experience with Save the Children an added advantage
• Proven diplomacy and access negotiation skills
• Experience in proposal development for institutional donors such as Sida, BMGF etc.
• Strong information and database-management skills
• Proactive approach to the mainstreaming of humanitarian preparedness and resilience in all activities irrespective of location, theme or project type
Desirable
• Experience of logistics, HR, IT , procurement and supply chain management
• Fluency in Dari and Pashto
• Experience working in humanitarian emergencies across multiple areas of Afghanistan
• Previous experience in NNGOs/INGOs, UN etc.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within the reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Organization context

The Organization
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. We are working towards three breakthroughs in how the world treats children by 2030:
· No child dies from preventable causes before their 5th birthday
· All children learn from a quality basic education and that,
· Violence against children is no longer tolerated
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.
Application Information:
Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at www.savethechildren.net/jobs We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.