Head of Support Services for Afghanistan At People in Need

Period: 12 months with the possibility of extension

Starting date: ASAP

Line Manager: Country Director

Location: Kabul, with regular travel to PIN’s operational areas based on security clearance

PIN in Afghanistan

People in Need (PIN) is a Czech NGO that provides relief and development assistance in over 20 countries around the world. Formed in 1992, PIN has evolved into the biggest organization of its kind in post-communist Europe, providing relief and development aid where it is needed, and empowering civil society at home and abroad. In Afghanistan, PIN has been active since 2001, responding to humanitarian needs where they arise, and through targeted development programmes. Currently, PIN focuses primarily on the Emergency Response, Food Security & Livelihoods, Education, WASH and Shelter sectors, with support from a variety of donors. By working closely with the communities, PIN has managed to maintain a significant field presence in Afghanistan.

About the role:

The Head of Support Services (HoSS) is a member of the Country Management Team (CMT) – together with the Country Director (CD), Deputy Country Director (DCD), Head of Programmes (HoP) and Afghanistan Desk staff at HQ – and shares responsibility for the effective and efficient management of PIN’s Country Programme (CP) in Afghanistan, as well as strategy delivery. Specifically, the role of HoSS is to oversee and improve the functioning of the Support departments, directly managing Finance, Human Resources (HR) and Logistics & Procurement departments, and ensure effective cooperation and coordination with other departments. The HoSS will ensure that PIN complies with local legal and administrative requirements; and all necessary processes, procedures and policies, in line with PIN and donor regulations and requirements, are followed or rolled out. At the HQ level, apart from the Regional Head of Systems & Operations, her/his counterparts on the methodological level is the Finance Advisory Unit, HR, Logistics & Procurement, Accounting unit and the Compliance department.

Main duties and responsibilities:

• Line manages, and provides support and guidance to national HR Manager, Logistics & Procurement Manager and Finance Coordinator.
• Facilitates smooth and efficient cooperation and coordination between HR, Logistics & Procurement and Finance departments, and together with the HoP of the Support departments with the Programme department, contributing to effective, efficient and timely responses to needs in Afghanistan.
• Ensures that key policies and SOPs guiding the Support departments are developed and/or regularly updated as required and appropriate to the context.
• Ensures procedures and regulations are compliant with PIN’s and donors’ requirements and guidelines.
• Leads on finance and procurement related communication with donors and auditors; and coordinates external audits carried out at the CP level and assists for relevant HQ audits.
• Ensures that recommendations for improvements (e.g. from audits) related to operations & finance are implemented in a timely manner.
• Oversees the finance management, including budget management and budgeting, reporting, and accounting of the country programme.
• Oversees the budgets and contributes to planning for new projects with regard to Support departments, and improves overall needs planning and coordination.
• Ensures PIN’s financial and administrative systems (ELO, Navision) are properly administrated and used by the whole CP.
• Ensures the timely completion of CP documents needed for the yearly closure procedure.
• Oversees the HR department ensuring the implementation and regular review of national and international staff policies, as well as all required HR processes including onboarding and inductions for new staff, staff evaluations and capacity building.
• Provides technical support and guidance to Logistics & Procurement teams to ensure effective operations of and coordination between the office/base management, fleet management, procurement, IT, and stock and assets management.
• Oversees procurement system following all relevant donor and PIN guidelines and procedures, and considering relevant risks.
• On a regular basis, audits the procurement process in order to highlight flaws and pressures associated with operating in the CP context, and implements or strengthens systems of oversight and prevention of corruption.
• Establishes and supervises tools for cost effective office and operational management.
• Ensures compliance with local legislation, rules and regulations, in particular with regards to tax and labour law.
• In cooperation with the CD and DCD, manages risks and coordinates risk mitigation measures.
• Takes part in the investigation procedures related to the reporting of breach of PIN Code of Conduct and other key policies, or other disciplinary issues.

Suitable candidates for this position should possess:

• Significant previous experience with managing finance, logistics & procurement and HR;
• Experience with team management and supervision, and interest in building capacity of local staff;
• Experience of working in a humanitarian and/or development organization, including with development and implementation of processes/procedures and policies compliant with main international donors (previous experience with ECHO and UN is an asset);
• Excellent communication skills, fluent spoken and written English;
• IT literacy, advanced knowledge of MS Excel;
• Strong coordination, critical analysis and problem-solving skills;
• Responsible and systematic, and ability to organize and plan effectively;
• Ability to work in difficult conditions and under pressure.

PIN offers:

• Flexible and challenging working environment with room for personal growth;
• Robust and thorough induction training (2 weeks);
• HEAT training (unless the candidate participated in one recently);
• Starting salary, as per PIN salary scale, between 4,550 – 4,750 EUR gross depending on previous experience (subsistence and hardship allowance already included);
• Reimbursement of flight tickets to the country of residence once every 6 months of work, PIN also provides 1200 USD allowance per flight for R&R trips (total of max two R&R flights per year, as the R&R is intended to be taken between the 6-month flights to the country of residence);
• Reimbursement of costs of visas and vaccinations; assistance with visa application procedure;
• Comprehensive travel insurance;
• Medical helpdesk and psychological consultation available online;
• 24 days of paid leave annually and 10 additional days of R&R leave per year;
• Accommodation in PIN compound.