Support Services Coordinator – Iraq At Terre des hommes

Position Start Date: August 1st, 2024

Duration: 12 months

Location: Erbil – Iraq

Status: None family posting

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), with headquarters in Lausanne and an office in Zurich, is the leading Swiss organisation for child rights. In 2022, we supported 2.6 million children and members of their communities around the world. We trained people who in turn supported a further 4.5 million children and members of their communities.

Context:

Tdh is registered in Iraq with the No 2178598. Tdh aims to create a positive impact on children’s lives in almost 40 countries around the world, through our Health, Access to Justice, Migration and Child Protection transversal programmes.

Tdh started its operations in Iraq in December 2014, responding to needs of children and youth between the age group of 9-22 years, affected by the ISIL -driven crisis of 2014-2017. Due to high unmet needs for children, youth, and their families affected by the crisis, Tdh scaled up its interventions to 12 districts within 5 governorates (Anbar, Kirkuk, Ninewa, Baghdad & Salah al-Din), providing emergency assistance in child protection, juvenile justice, education, and WASH.

In the long-term, through its Multi-year Country Strategy 2022 – 2024 and its long term Vision for the Country Programme, Tdh plans to reinforce its interventions due to the persistent overwhelming needs of children, youth and families responding to the protracted humanitarian needs while contributing to achieving durable solutions for the most vulnerable and at-risk population groups in the sectors of Child Protection, social cohesion, livelihood and Access to Justice for children, youth and women.

As of June 2023, with its 60 staff employees, Tdh is currently implementing a 5 million CHF rehabilitation, and development program across the country through its bases and offices in Baghdad, Ninewa, Salah al-Din governorates, working alongside and in collaboration with local partners and national authorities. The main donors are USG, UNOCHA, ECHO, SDC, GIZ, UNICEF. The main coordination office is in Erbil with a multi-cultural, very experienced, and highly motivated team providing support, technical expertise and ensuring accountability, while working closely with the collaborators in the Regional office in Amman, Jordan, and the Headquarters (HQ) in Lausanne, Switzerland.

Responsibilities:

COORDINATION

Internal Coordination

• Ensures a close, regular and effective collaboration between the three support departments, aiming to develop and strengthen a common, coherent and exhaustive approach to support services across the delegation.
• In collaboration with the Program Coordinator and other Coordinators, ensures and facilitates a regular and smooth collaboration between the support services and the programmes teams as well as partners.
• Ensures the correct flow of information across the support departments and with the other departments in the delegation.
• Under the leadership of the Head of Delegation and in collaboration with other Coordinators, actively participates in and contribute to internal coordination meetings (Senior Management Team meetings, Project Reviews, etc.). Presents detailed review of achievements, challenges faced by and options considered for the three support departments.
• Closely coordinates with technical advisors at regional office or head office.

External Coordination

• In coordination with the Head of Delegation, ensures regular participation in relevant Coordination meetings at national and local levels, and proper information sharing across the support departments and with other departments where appropriate.
• In coordination with the Head of Delegation, represents the organization with partners, donors, NGOs, international organizations and local authorities.

MANAGEMENT

• Provides supervision, guidance and support to the three Support Services Managers (HR, Finance, Logistics). Identifies their objectives and action plans, and conducts a yearly appraisal, and ad hoc ones, when necessary.
• Ensures the daily coaching of any collaborator under her/his responsibility, from the recruitment to the final collaboration report. Organizes trainings to develop and strengthen the technical knowledge and skills of Tdh staff as well as partners where appropriate.
• Fully integrates the values, policies and processes of Tdh in her/his management practices.
• Encourages effective teamwork, especially on issues related to cross-sectorial collaboration.

QUALITY

• Ensures that the vision and the approach of support departments across the delegation are aligned with and contribute to the Country Strategic Plan 2022-2024.
• Oversees the design and the implementation of Action Plans for each support department, and conducts a quarterly review of each Action Plan with the related Manager.
• Ensures high quality and accountability of all services provided by the three support departments. Makes sure they facilitate the smooth, efficient and timely implementation of projects.
• Guarantees the use and ownership of key processes and tools across each support department, with a special attention to HOMERE within the HR Department, to the purchasing cycle and procurement plan within the Logistics Department, to budget monitoring tools within the Finance Department.
• Especially, in terms of budget management:
• Checks all projects budgets follow-up and forecast received from the Finance Manager, reviews them in collaboration with the Program Coordinator, compiles the Finance Monitoring Tool, analyzes financial risks and proposes corrective measures to the Head of Delegation if necessary.
• Supports both the support departments and the program teams in the preparation of annual budgets and project budgets.
• In collaboration with other Coordinators, coordinates the development of financial reports.

COMPLIANCE

• Ensures that logistics, administrative, financial and HR practices and tools are compliant with Tdh institutional policies, donor regulations and national laws.
• With consideration of the specific context of Tdh in Iraq, makes recommendations and advises on Tdh policies, manuals and SOPs when appropriate.
• Ensures the timely roll-out and implementation of new or updated Tdh procedures and policies at national level.
• Conducts, at least on a quarterly basis, spot checks and internal audit/self-evaluation processes to ensure compliance and propose action plans accordingly.
• Takes the lead in preparing audits and working with auditors to secure positive audit reports.
• Promotes and encourages a culture of compliance and ethics throughout Terre des hommes Iraq. Communicates these values to staff and partners and requires them to adhere to these values.

Ensures the best implementation of Tdh Risk Management Policies such as anti-Fraud/Corruption Policy, Whistle Blowing Policy, Cash Management Policy amongst others.

Profile :

• Education: Master University degree in relevant field.
• Language: Excellent oral and writing skills in English and Arabic.

Experience, Skills & Competencies :

• Previous experience with an INGO is mandatory.
• 15 years of experience in support functions, including at least 5 years in senior management positions covering 2 fields of expertise among the 3 support functions: Finance, HR, logistics and compliance.
• Budget management: preparation with team, capacity to support but also to challenge, budget and financial risks analysis, budget follow up and analysis, capacity to propose corrective measures, etc.
• Procurement, asset/stock management, fleet, and premises management.
• Human resources management (recruitment, L&D, personnel management, payroll, country legal framework, taxes and legal deductions, staff professional development).
• Experience in dealing with a diversity of institutional donors (budget designing, financial reporting, audit), knowledge of the main donors’ rules.
• Good knowledge of accounting principles.
• Excellent command of Excel.
• Good command of HOMERE and SAGA is an asset.

IT know-how : Usual MS Office tools

Salary :

Expatriate contract under Swiss regulations between CHF 5’000.- and CHF 5’700.- Gross/month according to experience x 13 times, Vacancy: 25 days annual leaves local accommodation and transportation, Health insurance, accident and medical repatriation insurance, return flight.

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?