Categories

Responsibilities

Overall Purpose of the Job
To ensure the efficient management of three ORGANIZATION’s operational bases (Al Hasakah, Erbil, Al Raqqah) for
Syria program, in support of ORGANIZATION programme objectives, including logistics, finance, Human Resources,
administration and liaison with communities / local authorities.
Detailed Responsibilities
Administration and support services
♦ Ensure that all relevant internal administrative policies and donor policies and procedures, and applicable local
regulations are understood and complied with at all times, ensuing as well the implementation of the new
released SoPs.
♦ Provide feedback and input into ORGANIZATION’s internal support services policies and procedures, making sure
they are fit for purpose and relevant to the context, in close collaboration with HR, Logistics and Finance
Managers
♦ Develop systems and processes to improve internal controls on the base together with the Technical Managers.
♦ Ensure that housing and amenities are maintained at a high level to facilitate a comfortable living standard
for international and national staff based at the location.
♦ Ensure that robust and efficient administrative processes are established and followed.
♦ Ensure good communication and coordination between the support and administration team and the
technical operational teams.
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, acting as local focal point,
following the inputs of the CSM
♦ Ensuring that the HQ policies for Health and Safety are complied with all times
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 base.
♦ Ensure operational advances are managed appropriately so that they are liquidated promptly, and properly
accounted for.
♦ Supervise the cash safe management for all bases to avoid any discrepancy, ensure cash count as per
frequency set by finance procedures.
♦ Oversee the Payroll distributions and ensure that discrepancies are raised and followed up
♦ Supervise the management of cashbook in the base, ensure all transactions are entered correctly
Human Resources
♦ 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
♦ Review HR Payroll report prior to submission to Finance Department
♦ Ensure that new staff members are inducted in line with HR SOPs
♦ With the support of the HR Manager, actively contribute for the recruitment processes for the National Staff,
ensuring managers complete requirements prior to recruiting personnel
♦ Ensure that national staff terms and conditions are understood and followed, advising other staff members
where relevant
♦ Support to the HR Manager in the implementation of the Performance Management.
♦ Ensure that disciplinary procedures are correctly followed, and attend disciplinary hearings as relevant
♦ Ensure that appropriate HR management information is distributed to managers as relevant
♦ Ensure that timesheets for all national and international staff are submitted on monthly basis
Logistics, Procurement and Fleet Management
♦ Oversee the procurement process as per SoPs and following the Logistics Manager recommendations for
local procurement and logistics (“purchase to pay”, departments’ requests follow up). Ensure programme
procedures are adhered to and developed where necessary.
♦ Seeking the advices of the Logistics Manager and contribute to prepare logistics and procurement plans.
♦ Supervise the process of getting approval from Import / Export from NES / KRI to ensure the timely delivery
of material for operations.
♦ Coordinate closely with operational teams to ensure that logistics and procurement planning is completed
to ensure efficient operations can take place.
♦ 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 Tiger database, manage regular physical verifications and checks,
update constantly the database.
♦ 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, as per Country Supply Management SoP.
♦ 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 minimise down time
♦ Ensure office and departments IT needs are met; provide feedback and input to the IT Officer through the
Logistics Manager, proactively requesting support for problem solving
 People Management
♦ Line manage relevant national staff, ensuring individuals work effectively and productively in line with
organisational standards.
♦ Ensure the effective planning and coordination among the support teams of all bases.
♦ Oversee and supervise the 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.
Representation
♦ Represent ORGANIZATION when dealing with local authorities, other organisations and NGOs within the
provincial area of operations.
♦ Ensure all relevant parties are kept informed of ORGANIZATION activities as appropriate.
♦ Inform the SMT of any potential problems related to external relationships ahead of time
All staff are expected to undertake the following general duties:
♦ Work within the framework of ORGANIZATION’s core values, promoting its ethos and mission statement.
♦ Work towards achieving programme and/or department business plan objectives
♦ Ensure familiarity with and adhere to all ORGANIZATION policies and procedures and keep informed of
ORGANIZATION activities
♦ Undertake and apply learning from appropriate training and development programmes.
♦ Undertake the role in a manner appropriate to the cultural context and within the local legal framework.

This is a non-contractual document that can be varied from time to time as circumstances dictate. This job description is
intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive
list of tasks. All ORGANIZATION staff are expected to demonstrate flexibility and willingness to perform appropriate
tasks when the need arises.
Some Job Descriptions may be supplemented by specific Terms of Reference.