Support Services Officer (Impact)

1. Background

Since the escalation of the war in Ukraine, communities located along the front-line and in recently affected areas continue to face acute humanitarian needs due to ongoing hostilities, displacement, and damage to critical infrastructure. Populations living within the 0−50 km front-line zone, newly displaced households, and people affected by kinetic strikes remain particularly vulnerable, with limited access to essential services, healthcare, and basic commodities. In response, the IMPACT: Immediate Multisectoral Priority Assistance for Conflict-affected Territories initiative adopts an integrated, multi-cluster approach to deliver rapid, life-saving assistance across high-severity (severity 4−5) frontline regions of Ukraine, including Chernihiv, Sumy, Kharkiv, Donetsk, Zaporizhzhia, Dnipropetrovsk, Kherson, and Mykolaiv oblasts. Through the capacities and operational reach of TERA consortium partners and specialized sub-partners, the project prioritizes last-mile delivery of cash assistance, in-kind relief items, and essential health and protection services while supporting frontline institutions and maintaining critical life-saving services in highly insecure environments.

2. Purpose of the Assignment

The Risk & Quality Assurance Officer supports the Projects & Consortium Management Unit by leading day-to-day risk monitoring, compliance assurance, quality control, and integrity oversight across consortium implementation.

The post-holder is responsible for maintaining the PCMU Risk Register, tracking mitigation actions, developing and managing a red-flag tracking system, monitoring fraud/diversion and compliance risks, conducting compliance reviews and audits, supporting or leading internal investigations when required, and ensuring that consortium implementation adheres to donor requirements, humanitarian principles, protection standards, and internal policies.

The role helps safeguard the integrity, quality, accountability, and principled nature of project implementation while enabling timely escalation and corrective action in a complex multi-partner emergency response.

3. Positioning of the Role

The Risk & Quality Assurance Officer is embedded in the Projects & Consortium Management Unit and works under the supervision of the Project & Consortium Unit Manager.

• The position serves as the operational focal point for:
• consortium risk management,
• internal compliance and quality assurance,
• incident and irregularity follow-up,
• partner assurance and control systems,
• management alerts and corrective actions.

The role works horizontally across all project teams and consortium members and acts as a control and assurance function rather than a direct implementation role.

4. Scope of Responsibility

• The post-holder supports quality and risk oversight across:
• a high-value grant of roughly USD 20 million;
• an 11-partner national NGO consortium;
• implementation in highly volatile frontline and newly displaced contexts;
• multi-sector interventions including cash, health, food, WASH, protection, child protection, evacuation support, and institutional assistance.

5. Key Responsibilities

A. Risk ManagementMaintain and update the Risk Register covering programmatic, operational, financial, safeguarding, and partner-related risks.Track mitigation plans and escalate serious incidents within required timelines.Provide regular risk summaries and support risk review meetings.

B. Red-Flag Tracking & Early WarningDevelop and manage a red-flag system to detect compliance, fraud, diversion, and documentation risks.Consolidate alerts from monitoring, audits, and partner reports.Recommend corrective actions and track closure.

C. Compliance AuditsPlan and conduct audits, spot checks, and assurance reviews of consortium partners.Verify adherence to donor rules, SOPs, documentation standards, and procurement/distribution controls.Prepare audit reports and follow up on corrective actions.

D. Fraud Risk MonitoringMonitor fraud, diversion, corruption, and misuse of resources.Review high-risk processes (cash, procurement, reporting, distributions).Work with teams to strengthen internal controls and report suspected fraud.

E. InvestigationsSupport or conduct internal investigations into irregularities, fraud, misconduct, or safeguarding concerns.Collect and analyze evidence while ensuring confidentiality and fairness.Prepare findings and recommendations for management.

F. Quality AssuranceReview partner documentation and reporting for accuracy and compliance.Conduct quality checks on beneficiary records, distribution lists, and monitoring reports.Support improvements in documentation and reporting standards.

G. Humanitarian Principles & EthicsEnsure adherence to humanitarian principles and ethical standards.Promote accountability, inclusion, confidentiality, and survivor-centered approaches.Monitor compliance with safeguarding, PSEA, and Code of Conduct.

H. Monitoring & Data QualityReview monitoring and feedback data for risks or gaps.Ensure early warnings are translated into corrective actions.

I. Partner SupportProvide guidance to partners on compliance, audit readiness, and risk prevention.Support training and capacity building on risk management, safeguarding, and quality standards.

J. ReportingProduce regular risk and quality assurance updates, dashboards, and trackers.Contribute to donor reports and prepare for audits and monitoring visits.

6. Expected Deliverables

The Risk & Quality Assurance Officer is expected to produce and maintain, at minimum:

• a live PCMU Risk Register;
• a functional red-flag tracking system;
• regular risk review summaries and escalation notes;
• compliance audit plans and audit reports;
• spot-check and verification reports;
• fraud risk monitoring notes and anti-diversion recommendations;
• incident and irregularity logs;
• investigation files and case summaries, where required;
• corrective action trackers with follow-up status;
• periodic compliance and quality dashboards for PCMU management;
• orientation or guidance materials for partners on risk, compliance, and humanitarian principles.

7. Key Performance Indicators

• Quality and regular updating of theRisk Register
• Timely identification and escalation of critical risks.
• Completion of planned audits and spot checks.
• Closure of corrective actions within deadlines.
• Effective red-flag analysis supporting management decisions.
• Reduction of recurring documentation and compliance gaps.
• Timely reporting of irregularities.
• Evidence of fraud/diversion risk monitoring and mitigation.
• Quality of case handling and investigation support.
• Promotion of humanitarian principles and ethical compliance.

8. Required Qualifications

Education:

• University degree in law, audit, compliance, risk management, finance, humanitarian affairs, or related field.
• Advanced degree or certification in audit, compliance, safeguarding, or risk management is an asset.

Experience:

• 4−6 years of professional experience in risk management, compliance, audit, or humanitarian accountability.
• Experience in humanitarian or emergency-response settings, preferably with NGOs/INGOs or donor-funded projects.
• Partner monitoring, sub-grant oversight, or compliance review experience preferred.
• Experience with fraud risk, incident management, or investigations highly desirable.
• Work in high-risk or conflict environments is an asset.

Technical Knowledge:

• Understanding of humanitarian principles, accountability frameworks, safeguarding, and PSEA.
• Familiarity with donor compliance requirements (e.g., OCHA/UHF/CBPF).
• Strong knowledge of internal controls, compliance methodologies, and corrective action tracking.
• Analytical, documentation, and reporting skills.

Languages:

• Fluency in English required.
• Fluency in Ukrainian strongly preferred.