Categories

Responsibilities

Overall Purpose of the Job
To Support the Bases Manager of ORGANIZATION’s operational bases in North East Syria (Ar Raqqah
& Al Hasakah), in management of support functions including logistics, finance, administration,
Human Resource and liaison internally and with local authorities.
Detailed Responsibilities

Logistics, Procurement and Fleet Management
 Oversee local procurement and logistics in NES, ensuring programme procedures are
adhered.
 Ensure the procurement planning in place to achieve the cost effectiveness and efficiency in
procurement.
 Ensure that market surveys conducted regularly for appropriate sourcing of material
 Liaise with Erbil Office for procurement needs if and when required and organize inland
transport of the goods to Syria
 Coordinate and maintain follow-up for procurement from Erbil and HQ through Logistic
Manager / Coordinator.
 Ensure procurement tracker for Raqqah & Hasakah is up to date and all cells has relevant
information, updated tracker shared with team on every week through email and
SharePoint.
 Coordinate closely with operational teams to ensure that logistics and procurement
planning is completed to ensure efficient operations can take place.
 Ensure that contract trackers are updated for both bases and contract renewed on time.
 Supervise base staff as to ensure the ORGANIZATION’s vehicle fleet, generators, heavy plant
and other equipment is managed and maintained in such a manner as to support
operations in the most efficient way possible.
 Ensure Assets are logged onto the asset register, and manage regular physical verifications
and checks and conduct bi annually physical counts.
 Ensure all stores are recorded correctly and reported on a monthly basis, including ensuring
that stocks below the minimum stock level are reordered, and regular physical checks are
made against the reported stock balance
 Ensure that Fuel Balances are maintained and managed effectively, and monthly fuel and
vehicle reconciliation is completed and submitted on time
 Supervise base staff as to ensure effective and timely maintenance, servicing and repair of
ORGANIZATION vehicles, generators, heavy plant and other equipment in order to
minimize down time
 Facilitate the set-up of Framework Agreements or contracts March 2023
 Run spot checks of procurement archives to ensure adherence to retention policies and
best archiving practices

Finance Management
 Ensure that all internal finance management procedures are followed, and financial
records are properly maintained and submitted within agreed deadlines.
 Coordinate with Finance Department to manage cash flow requirements for the bases.
 Ensure operational advances are managed appropriately so that they are liquidated
promptly, and properly accounted for.
 Ensure that finance officers Manage the cashbooks in the bases, ensure all transactions and
finance codes are entered correctly.
 Ensure timely month closing procedures are in place and being followed
 Consolidate and Prepare Funds Request on monthly basis for the base
 Ensure that Finance Officers uploading digital copies of vouchers and supporting documents
to Finance SharePoint on monthly basis of USD and SYP cashbooks
 Ensure that Finance Officers upload monthly time sheets of Raqqah & Hasakah Bases staff
 Ensure that physical archives sent to Erbil on regular basis
Human Resources
 Make sure that all ORGANIZATION policies and procedures are applied, Donor regulations are
followed and well understood by the team
 Ensure that weekly attendance reports are submitted from teams and logged in HR System
 Ensure missing information from teams is followed up on a weekly basis in coordination with HR
team
 Ensure nominal roll is kept updated with accurate information
 Oversee filing of HR records and ensure this is maintained to a high standard, both hard and soft
copies
 Ensure that new staff members are inducted in line with HR SOPs
 Ensure that national staff terms and conditions are understood and followed in collaboration
with program HR team, advising other staff members where relevant
 Ensure that disciplinary procedures are correctly followed, and attend disciplinary hearings as
relevant
 Ensure that appropriate HR management information is distributed to the staff as relevant
 Ensure that timesheets for all national and international staff are submitted on monthly basis
Facilities Management
 Ensure that all ORGANIZATION premises are equipped with all necessary utilities including
electricity, water, gas and internet
 With support from IT Officer ensure the internet availability of stable internet and working IT
equipment.
 Ensure the maintenance of hygienic condition of premises (office / guest houses) as per general
hygiene standard
 Support security team to ensure that all safety & security equipment installed in premises
People Management
 Line manage relevant national staff, ensuring individuals work effectively and
productively in line with organizational standards.
 Support the Base Manager in recruitment, selection, hiring, training, and performance
management of all base support staff, and ensure those actions are carried out in compliance
with applicable ORGANIZATION, local legislation and donor policies.
 Assist in the process of national staff capacity building, providing mentoring support where
appropriate.
 Conduct regular and timely appraisals of national staff, making sure individual action plans
and career development plans in place March 2023
 Ensure the coordination among different support teams through work plan and weekly /
monthly meetings.
Health, Safety and Security
 Where applicable monitor security situation in base location and areas of operations ensuring
that operations teams and programme SMT are kept informed of security risks and
developments.
 Monitor the security situation in Base and country and coordinate closely with Base Security
Officers.
 Ensure that all safety measures in place in premises and vehicles
Representation & Other
 Represent ORGANIZATION when dealing with local authorities, other organizations and
NGOs within the provincial area of operations.
 Ensure all relevant parties are kept informed of ORGANIZATION activities as appropriate.
 Inform the Base Manager of any potential problems related to external relationships ahead of
time
General Responsibilities
 Work within the framework of ORGANIZATION’s core values
 Act as an ambassador for ORGANIZATION
 Participate in meetings where relevant.
 Work in compliance with ORGANIZATION’s Policies, including but not limited to Equal
Opportunities, Code of Conduct and Dignity at Work Policies.
 Undertake and apply learning from appropriate training and development programmes.
 Undertake any other duties as may be required.
Safeguarding
 Work in compliance with/ uphold ORGANIZATION's Safeguarding framework - Policy on
Personal Conduct, Protection of Children and Vulnerable Adults Policy, Dignity at Work
Policy, Reporting Malpractice (Whistleblowing) Policy, Equal Opportunities Policy and Policy
on Modern Slavery
 Demonstrate an open and transparent way of working that facilitates a strong safeguarding
culture.
 Understand the basic principles of identifying and reporting safeguarding incidents
 Perform other duties as requested and assigned by the Line Manager