Head of support services – IRAQ At Triangle Génération Humanitaire

Presentation of TGH

“Actor in a sustainable and shared solidarity”

Founded in 1994, TGH is a French international solidarity organization based in Lyon, France. The association designs and implements emergency, rehabilitation and development programs in the following sectors: water, hygiene and sanitation, civil engineering, food security and rural development, socio-educational and psychosocial. TGH is currently operating in 10 countries in Africa, Asia, Europe and the Middle East.

Job description

The Head of support services will be under the responsibility of the Country Director. He/she will be directly managing the HR manager, Logistic manager and Finance manager. The Head of support services will as well manage functionally the admin/HR/finance officer (Mosul) and the logistic officer and assistant (Mosul).

The main responsibilities include:

FINANCE

Prepare budgets linked with the project proposals
Follow the daily/monthly expenses for all the projects
Develop a strategy for allocations of expenditure per project ensuring timely execution of funds.
Oversee a regular voucherisation of invoices on the mission and train the team as per necessary
Keep an up-to-date Allocation Table for the mission and forecasts
Manage, all mission budgets, proposals, financial reports, monthly accountancy closure, cash flow forecast
Manage the cash flow and cash supply requests to Head Quarters and with the bases
Lead finance risk management strategy, design/contribute to effective implementation of TGH and donor’s financial guidelines
Prepare and lead the financial audits, spot checks and reporting process conducted by public departments, donors, 3rd parties
In collaboration with the Country Director, assure the link with the financial interlocutors (DNGO, donors, bank…)

ADMINISTRATION

Lead the process of DNGO report preparation, submission, and validation on time, and connect all required information beforehand to avoid delays.
Ensure that TGH follows the Iraqi laws and TGH policies are compliant with the Iraqi labor code; update internal regulations, work contracts, and administrative guidelines accordingly.
Ensure payment of all legal liabilities on time, income tax, social benefits, etc
Enhance staff capacity on legal aspects including taxation, visas, administration, registration, DNGO reporting and banking matters to avoid outsourcing to minimize the costs on legal matters.
Supports the implementation of internal procedures in coordination with the HQ
Provide specific training to the national team on the internal logistics, HR, admin and finance procedures
Support the Administrative team with administrative procedures (i.e. clearance for office, guesthouse, field visit requests…)
Ensure a clear archiving of all accountancy and administrative documents

LOGISTICS

Ensure respect of internal and donors’ purchase procedure
Ensure a check on the documentation of purchase procedures
Validate or make invitation letters, tender reports, contracts and all logistic documents related to procurement
Ensure a clear archiving of all logistic processes
Follow up all contracts (premises rental, car rental etc…)
Ensure accurate movement plans and drivers’ management
Ensure accurate stock management in Erbil and Mosul office
Ensure IT set up accuracy and running for all bases
Ensure all TGH tools are up to date and running for all
Ensure supplier lists and price lists are updated and match the procurement needs for all bases

HUMAN RESOURCES

Collect all necessary information on local labour law and update internal regulations/work contracts accordingly
Follow-up of the HR contracts and evaluations
Follow up of the HR database (leave follow-up, employment contract FU etc.)
Ensure the regular update of all HR documents (organigram, leaves etc.)
Assist the Country Director in ensuring that all HR policies are understood and respected by all staff
Participate to the hiring process of any support staff to be recruited
Ensure that recruitment processes are held in compliance with TGH’s policies and Iraqi labour law
Monitor and contribute if needed to any recruitment process
Identify the training needs and organize trainings for the support teams
Contribute to the duty of care by highlighting key performers, workplace ethics, and working environment enhancement.

GENERAL SUPPORT TO THE MISSION

Liaise with programs for project budget forecasts and follow-up and procurement follow-up
Contribute to the respect of security measures applied by the Country Director
Design and implement a capacity-building plan for managers and departments, ensuring smooth localization transition towards.

COORDINATION AND REPRESENTATION

Attend internal coordination meetings
Attend external inter-NGO administration, HR and logistic coordination meetings if needed

REPORTING

Writing financial reports and compiling data for financial reports
Contribute to monthly reporting to Head Quarters for accountancy, HR and procurement
Regularly report to Country Director

This list of responsibilities could be modified according to the needs.

Profil

At least 3 years’ experience with a humanitarian NGO including 2 years in a coordination position
Strong knowledge of accounting / financial and HR management / logistics in a NGO context
Proven experience in accountancy
Good knowledge of SAGA and excel
Experience in staff capacity building is an added advantage.
Good knowledge of the humanitarian environment (NGOs, UN, main donors)
Good communication and writing skills in English. Arabic and Kurdish are an asset
Good organizational and planning skills, analytical skills
Strong leadership and staff management skills, with experience in managing diverse and multidisciplinary teams
Ability to anticipate and make decisions
Diplomatic, and problem-solving skills, effective decision-maker
Intercultural: calm, self-control, respect for cultural differences and a very good ability to work in a multicultural environment.
Ability to live and work in a volatile security environment

Information

Position: Head of support services

Country: Iraq / Kurdistan region of Iraq

Duration: 7 months – possibly renewable depending on funding

Starting date: December 2022 (minimum 1 month is necessary to complete the visa procedures)

Location: Position currently based in Erbil with field visits to Mosul office and sub-offices through Iraqi Kurdistan and Federal Iraq as security conditions allow

Place in the org. Chart: Under the direct responsibility of the Country Director

Conditions: Salaried contract, gross monthly salary from €2’300 to €2’800 depending on experience, monthly per diem USD 650, medical coverage of 100% + repatriation insurance + provident fund, accommodation, international and local transportation as part of the mission, break every 3 months. Non-family duty station