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Iraq: Base Manager - Shirqat, TdH (Full-Time)

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Iraq: Base Manager - Shirqat, TdH (Full-Time)

Deadline for application: 
23 May 2020
Organisation: 
Terre des hommes Foundation Child Relief
Job type: 
Job
Country: Iraq
Organization: Terre des hommes Foundation Child Relief
Closing date: 23 May 2020

Position Start Date: 01.07.2020
Duration: 06 months
Location: Shirqat
Terre des hommes does not set closing dates for this position; recruitment is on-going until the position is filled

Tdh:

Terre des hommes Foundation (Tdh) is the leading Swiss child relief organization, based in Lausanne (Switzerland). Every year our projects support more than 2 million children (3 million in 2016) and their families in over 35 countries. We are part of the Terre des hommes International Federation (TDHIF), with 9 other sister organizations in Switzerland, Europe and Canada.

In 2015, Tdh launched an integrated emergency WaSH, Child Protection and NFI response, following several waves of IDPs resulting from military operations to free Shirgat districts, as well as the South Mosul Corridor.

Tdh with its 300 staff employees is currently implementing a 12 Million CHF emergency and rehabilitation Program, throughout the country.

Operational field bases: Kirkuk, Tikrit, Shirqat, Tal Afar and Baghdad

Coordination bases: Erbil and Baghdad

Context:

Under the supervision of the Country Representative, the Base Manager carries out Logistics, Human Resources, administrative, accounting and financial management of his/her base, in compliance with donors and Tdh procedures.

He/she supervises the overall support departments including but not limited to procurement, stock and asset management, fleet, human resources management, recruitment, staff monthly follow-up, accounting operations and cash management, and carries out budget follow-up in conjunction with the program managers.

He/she is also one of those in charged with ensuring that Tdh’s internal policies and donors’ requirements are properly implemented at the base.

Responsibilities:

Logistic :

  • Implements and supervises all logistics operations in his/her base
  • Ensures efficient fleet management, as per the base needs and financial resources available
  • Implements Tdh’s procurement procedures and ensures they are followed properly by the logistics team in his/her base
  • Responsible for the regular inventory, quality and accurate stock management
  • Ensures high quality assets and IT management, ensuring compliance with Tdh’s internal policies and donor’ rules and regulations
  • Ensures logistics support for programs, safeguarding of Terre des hommes procedures, and promotes regular and efficient communication between program and logistics departments

Administrative management of personnel :

  • Ensures staffing needs are met in accordance with the structure needs and available budget
  • Supervises and participates in recruitment process when needed
  • Verifies and validates all contracts drafted at the base
  • Supervises the administrative management of personnel recruitment and hiring at his/her base
  • Supervises the archiving, handling and security of Tdh personnel files
  • Ensures that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
  • Applies the formalities related to sanctions / disciplinary measures and termination or breach of contract
  • Assists in defining and applying Tdh’s salary and social policies
  • Conducts meetings and communication with personnel at base level

Team management:

  • Defines the needs of administrative personnel at his/her base, and recruits according to the allocated resources
  • Trains, supports and evaluates the administrative team at his/her assignment base
  • Plans and supervises the activities of the administrative team
  • Develops with Coordination office capacity-building plan and ensures each staff had received necessary training to performs their duties
  • Supervises the technical Program Manager, Admin Manager, Logistician and any additional resources at field base.
  • Receives updates and makes recommendations to the Country Representative concerning programme, security and administrative issues.

Programme Strategy and planning:

  • Coordinates programming aspects of the field operations in line with Tdh and donors’ standards.
  • In collaboration with the Country Representative, designs strategies and objectives for improved support to beneficiaries.
  • Ensures the representation towards stakeholders in the areas of intervention.

Cash-flow/bookkeeping:

  • Manages his/her base's cash-flow and ensures that banks and cash boxes are well supplied
  • Manages transfers and monitors the security of funds
  • Formulates cash-flow forecasts with the Logistics Officer and the Program Managers
  • Validates all disbursements and commitments of expenditure, in compliance with Tdh procedures
  • Supervises account keeping at his/her base, and monitors cash balances
  • Monitors bank books for his/her base and supervises the safe and cash boxes
  • Prepares and supervises the monthly closing, review and integration of the accounting for his/her base

Budgetary / financial monitoring:

  • Updates allocation boards for his/her base
  • Updates FMT (Financial Monitoring Tools) on monthly basis
  • Updates and analyses budget follow up in conjunction with logistic and program teams
  • Monitors functioning costs at his/her assignment base
  • Oversees adherence to donor administrative procedures
  • Support the Administrative Coordinator in formulating financial reports, budgets for new projects and carrying out audits

Security:

  • Ensures to implement the security procedures and safety of Tdh’s employees in his/her base
  • Liaises regularly with Liaison Officer and Country Rep. for the implementation of security procedures
  • Ensures to report any incident to Country Rep. and to develop proper plan respond to the security context evolution
  • Respects Tdh security procedures in Iraq
  • Insures that Tdh national and international staff are aware of Tdh security procedures and follow them
  • Receives primary indications for security matters from the Logistician and from a variety of other sources (Inter-agency coordination, INGOs, staff, beneficiaries) and share relevant information with the rest of the Iraq team.
  • Leads the design and update of 1. Security plan documents, 2. Reporting of staff lists for UN evacuation plan, and 3. Existence and correct update of emergency kits.

Reporting/communication:

  • Establishes and maintains relationships with local and regional administrative authorities,
  • Takes part in meetings relating to administrative aspects, represents Tdh on request and/or by order
  • Supervises the sending of administrative files to the Coordination Office
  • Ensures logistics, administrative/HR and financial reports are sent to the Coordination Office according to Tdh’s administrative calendar
  • Ensures high and regular communication with the Coordination office to report any issues, delay, external events that would prevent the usual operation to happen/to be on track
  • Produces a monthly report per format in Iraq and submit to the Country Representative (Director)
  • Identifies geopolitical trends and indicators which may impact programme activities for Iraq
  • Coordinates, prepares and elaborates relevant reports for submission to the Country Representative
  • Ensures timely submission of monthly Situation Reports by programme managers

Profile:

  • Professional diploma or university degree in Accounting, Business Administration, Economics, Audit or any other relevant field

  • Preferably 2 years’ experience in a similar position for an NGO

  • Advance IT knowledge (hardware and software, Microsoft Office, Internet)

  • Knowledge of SAGA and HOMERE software is appreciated

  • Required qualities: organized, sense of human relations, diplomacy, communication skills

  • Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context

  • Knowledge of Iraqi context would be a distinct advantage

  • Fluent in English (written and spoken)

  • Knowledge of Arabic is an asset

Salary:

Expatriate contract under Swiss regulations 2’950 CHF (~2’550 €) < > 4'300 CHF (~3’700 €) net /month according to experience x 13, Holidays: 25 days per year. Local accommodation and transportation, Health insurance, accident and medical repatriation insurance, return flight.

Duration 6 months, more if funding available.

Tdh Global Code of Conduct and Risk Management Policies:

  • Fully complies with Tdh’s Global Code of Conduct and systematically reports any breach to the Code through the whistleblowing procedure: raises awareness within the Foundation on abuse and violence and the rights deriving therefrom, respecting the rights and dignity of children, members of the communities and our own Staff
  • Commits to respecting Risk Management Policies including: Safeguarding Policies (Child Safeguarding Policy, Policy on the Protection against Sexual Exploitation and the Directive on Staff Misconduct at the Workplace), Safety and Security Policy and Anti-Fraud/Corruption and Prevention of the Financing of Criminal Activities Policies
  • Commits to reducing the risk of abuse and harm by developing a culture of open and informed leadership within the organization and in our work with children and the communities in which we intervene in.

We offer an exciting and varied work, useful and meaningful, in a team that wants to make a difference for vulnerable children.

Are you interested? Do you want to face this challenge?

How to apply:

Procedure :

Please applying directly online: http://www.jobs.net/j/JLKAFkFY?idpartenaire=20007

Application files sent through our official website will be processed only if complete (CV + cover letter). Additional documents (diplomas, work certificates, etc.) will be requested at a later stage.

We will be in touch with the shortlisted candidates only in the selection process – with the large number of applications received, we unfortunately cannot provide personal follow-up to the larger candidate pool. Thanks for your understanding.

For any questions you can consult the FAQ below the job advertisements.

To know more about Terre des hommes: https://vimeo.com/253387418

Useful information

Contact

To contact us, you can send an email to info@alliancecpha.org.