Turkey: Office Manager - Sanliurfa

General Description of the Programme:

GOAL an International Humanitarian Organisation has had a presence in Turkey since 2013 and has been contributing to the migrant response since 2016 with a focus on responding to needs in health service delivery, social safety nets and the protection of vulnerable and marginalised migrants in southern Turkey.

Overview of the role:

The overall responsibility for this role is to maintain an effective, efficient, compliant, safe, secure, operating environment in which GOAL’s team in Şanlıurfa can provide support to the broader programme implementation in the region. This role is responsible for the smooth running of that Şanlıurfa offices and will work closely with other GOAL offices in Turkey with remote reporting and management.

Specific Responsibilities:

Safety

Support the Safety & Security Advisor (SSA) and the Safety team act as safety and security focal point for Şanlıurfa, including (but not limited to):

• Ensuring compliance with Safety Management Plans for premises in Şanlıurfa, including contingency plans and relevant SOPs
• Ensure compliance with minimum safety and security standards for premises in Şanlıurfa
• Monitoring the Şanlıurfa premises, identifying new threats, assessing GOAL’s vulnerabilities and reporting to the SSA for action
• Coordinate visiting staff movements in Şanlıurfa
• Ensure that all GOAL premises and vehicles in Şanlıurfa meet minimum health and safety requirements (safety equipment and first aid kits as per check list etc.) providing a safe working environment for GOAL staff.

Office Management and Staff Support

Oversee and facilitate the functioning of the GOAL Offices in Şanlıurfa:

• Line manage support system functions within the offices, liaise with technical line managers as needed to ensure that systems staff in the offices have adequate support and guidance
• Support the induction of new staff in the offices, including but not limited to, providing a workspace and relevant equipment
• Oversee functioning of the offices, ensure office and kitchen supplies are stocked, and facilitate basic day-to-day office running etc.
• Meet reporting requirements for in-country and head office requirements,
• Work with supervisor to ensure that the Şanlıurfa Office remains within the budget allocation for Operational Costs and contribute to accurate and efficient budgeting for future.

Human Resources:

• Support recruitment for the Şanlıurfa offices as required
• Ensure new staff complete a comprehensive induction programme
• Work with the HR team and the Compliance team to ensure complete participation and tracking of policy training and implementation
• Act as focal point for GOAL’s online training platform and promote usage within the Şanlıurfa Office,
• Develop, implement and maintain strategies that facilitate employee empowerment, motivation and teamwork within the Şanlıurfa Office,
• Promote the timely completion of staff performance appraisals by managers in the Şanlıurfa Office,

Logistics

• Manage all premises in Şanlıurfa; ensure adequate office and residential premises are in place, leases are maintained, payments made etc. acting as key focal point for landlords.
• Ensure timely repairs and maintenance of premises ensuring all services are working to an adequate standard, utility payments are made on a regular basis etc.
• Support the relocation of premises as needed,
• Develop checklists for cleaning staff and ensure an appropriate level of cleanliness is maintained at all times in all premises
• Ensure the regular delivery of drinking water at all locations,
• Monitor stocks and use of consumables and the functioning of equipment/assets, and action accordingly,
• Arrange staff travel as needed; airport pickups, travel to meetings etc.
• Manage assets based in Şanlıurfa, ensure staff sign for assets, complete regular asset checks and support the logistic team to maintain the asset register
• Monitor and control local stores including programme stocks; maintain stock cards, prepare Goods In Dockets, Delivery Dockets etc. as per GOAL Logistics policies,
• Liaise with staff in the office and the Logistics team to ensure that all PRs for logistics needs (including consumable, office supplier etc.) are raised promptly,
• Monitor logbooks, vehicle checklist, vehicle maintenance records and needs for accuracy and ensure that prompt action is taken to maintain the fleet in good working order,
• Ensure all Logistics paperwork for the Şanlıurfa offices is properly completed and filed,

Procurement

• Initiate systems procurements as needed in collaboration/cooperation with the procurement team; guesthouse and office-related supplies, furniture and hardware as needed,
• Support the Procurement teams based in other locations collecting quotations locally, scanning and emailing etc.
• Ensure that all procurement is carried out in a timely manner and in accordance with GOALs procurement manual,
• In conjunction with Finance teams, assurance is provided to GOAL’s management that GOAL’s procurement practices provide the highest value for money, through leading assurance and control framework
• Follow up procurement charts and authorization table accordingly.

Reporting & Meetings:

• Provide weekly reports to the Deputy Head of Systems; copying the Systems Director and Technical Coordinators on issues pertaining to systems functions
• Participate in monthly “Housekeeping” Meeting with Office Staff.

The above list of duties is not exhaustive list. The Şanlıurfa Office Manager is expected to complete additional responsibility and tasks as requested by the direct supervisor.

Requirements (Person Specification)

• Minimum two years’ experience in HR/office management
• Degree in Business Administration, Human Resources or similar relevant field
• Experience of working in the NGO sector preferred
• Excellent communication skills
• Solution focused, team player, able to work in a flexible, supportive manner to colleagues
• Motivated self-starter, able to make decisions and take action independently
• Competent computer skills, in particular MS Word and Excel
• Good English language skills.

General terms and conditions

GOAL has a Staff Code of Conduct and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to police clearance. GOAL is an equal opportunities employer.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated. Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible. This means that we will close adverts as soon as we have found the right candidate and this may be before the published closing date. We would therefore advise interested applicants to submit an application as early as possible.

Interested? Then apply for this position by clicking on the apply now button and fill out the application form. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English. Please note that only shortlisted candidates will be contacted.

Applications close 25 October2019. Due to the urgency of this post, interviews might take place on a rolling basis, before the application deadline.

Thank you.

Interested? Then apply for this position via clicking on the "apply now" button and fill out the application form. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English. Please note that only shortlisted candidates will be contacted.