The Head of Support will be responsible of the development and management of resources in Human resources, Finance, Admin and Logistics and procurement departments ensuring efficient support systems and procedures are provided to program teams.
KEY RESPONSIBILITIES & DUTIES:
General responsibilities:
· Ensure the efficient management of finance and support services for SARD including Logistics, Finance, Human Resources and Administration.
· Provide strategic oversight of the support services departments across the SARD programme in Turkey and Syria, ensuring that best practice is being implemented
· Lead the support services departments on system/process innovation and standardization to ensure transparency, accountability and a robust system of internal control
· Review performance of support services departments against SARD policy, including spot checks/internal audits of the various departments as necessary
· Ensure good communication and coordination between support and technical teams, ensuring administrative systems and procedures effectively support operations
· Support the Director to ensure that SARD meets all in-country legal requirements including in country registration/accreditation
Financial responsibilities:
· Support the Director and Head of Programmes in the formulation, implementation and monitoring of annual business/project plans, budgets and forecasts
· Produce monthly Budget vs Actual reports and present these to SARD senior management, highlighting potential issues with current projects and propose mitigating strategies
· Identify and report on financial trends, working collaboratively with the country management to produce options/scenarios/corrective action plans that ensure ongoing financial stability for the Programme
· Produce donor format budgets and budget narratives, as well as donor financial reports for review and submission.
· Ensure compliance with SARD and Donor policies
· Ensure SARD Finance policies and procedures are regularly updated and in line with local authorities and donors.
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· Create, maintain and implement a cost allocation system, ensuring that direct and indirect costs are allocated appropriately
· Provide financial management oversight and support, developing the capacity and career development of National staff (Syria and Turkey), ensuing financial consistency and quality.
· Oversee all Financial Accounting matters, including maintenance of the general ledger, balance sheet, receipts, payments and payroll requirements
· Oversee the cash flow requirements of the programme, liaising with SARD Turkey/Director to facilitate cash transfers.
· Manage the effects of exchange rate fluctuations between local and contract currencies, highlighting upcoming issues early and identifying mitigating strategies.
· Oversee the financial management of partner delivery contracts
· Lead on audit matters
· Manage and review the monthly accounts closing process for the programme, ensuring HQ deadlines are met
· Setting up a financial reporting and contract management systems
Human Resources responsibilities:
· Provide HR Management support to the country management to ensure a strategic approach to HR issues, promoting good management practice, and strengthening HR capacity throughout the programme.
· Ensure SARD HR policies and procedures are regularly updated and in line with local authorities and donors.
· Develop, monitor and review national staff (Syria and Turkey) HR framework to ensure legal compliance and best practice within the country programme.
· Develop management capacity and understanding of HR and people management issues to ensure sustainable HR frameworks, improve employee relations and enhance job performance and productivity.
· Manage and review the monthly leave tracking and payroll reporting cycle for national staff to ensure that any issues are flagged and followed up on a timely basis, and payroll deadlines are met
· Manage the nominal roll and staff database review process to ensure that any changes are updated on a timely basis.
· Ensure monthly reporting mechanisms for national staff HR and circulated as relevant including recruitment, leave and operational staffing gaps.
Logistics & Procurement responsibilities:
· Ensure that all procurement and logistics activity is carried out in line with policies and procedures, donor requirements and INGO best practice, maintaining appropriate controls and accountability, ensuring best value for SARD.
· Ensure SARD policies and procedures are up to date
· Provide technical logistics and procurement expertise to the programme senior management to guide the development of budgets, proposals and operational plans, ensuring that new projects are appropriately resourced and costed.
· Develop and update programme procurement plans to ensure timely procurement and a smooth supply chain to enable the efficient running of operations.
· Manage the end-to-end procurement process, in line with SARD and donor procurement procedures, ensuring control of the supply chain, and that value for money is achieved.
· Oversee the selection and appointment of suppliers in line with procurement procedures, conducting local market surveys, competitive tendering processes and the development of fit for purpose supply agreements.
· Ensure all safety and security communications, transports, and housing material and equipment is available and properly functioning
Administrative responsibilities:
· Ensure a proper filing system of both HR contracts, accountancy and premises & services contracts
· Elaborate and update a contract management table
General compliance responsibilities:
· Work within the framework of SARD core values, promoting its vision and mission statement.
· Work towards achieving programme and/or department business plan objectives
· Ensure familiarity with and adhere to all SARD policies and procedures.
· 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.
· Understand and uphold SARD standards acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with SARD’s work and reporting concerns if they do arise.
QUALIFICATIONS AND EXPERIENCE:
Essential:
· Bachelor’s degree in Economics, Business administration, Management or any other relevant field
· Minimum 5-7 years' working experience in related field preferred within an I/NGO
· Demonstrable experience working in International Aid and development with a Humanitarian Agency in a developing country,
· Experience of developing, implementing and using logistics and administrative systems and procedures
· Development of new business proposal budgets in competitive environments
· Experience of overseeing complex financial planning, monitoring, forecasting and reporting in an overseas environment
· Excellent people management experience with proven ability to lead and manage staff
· Effective financial management skills including complex financial scenario planning
· Project and Programme costing
· Good understanding of financial risk management approaches
· Production of high-quality financial reporting and analysis
· Demonstrated ability to thrive in a matrix management environment. Developed interpersonal and communication skills including influencing, negotiation and coaching
· Strong communications skills (both written and verbal) at a level appropriate for high level external representation and ability to tailor communications to different audiences
· Interpersonal skills with experience of negotiation with weapon bearers and other stakeholders
· Entrepreneurial mindset
· Willingness and ability to travel at short notice
· Full professional proficiency in English and Arabic/ Turkish
· Strong knowledge of computer applications specially, MS Office and Outlook
All SARD members (staff, volunteers, partners and interns) are committed to SARD policies such as, Code of Conduct, Prevention of Sexual Exploitation and Abuse Child Safeguarding Policy, Reporting Conflict of Interest, Reporting Misconduct, Reporting Sexual Exploitation and Abuse.
How to apply:
Interested candidates should send their CV and a cover letter in English mentioning the subject as ‘’ Head Of Support ‘’ to recruitment@sardngo.org before the closing date of July 11, 2021**.
Only short-listed candidates will be contacted. Unsuccessful applications will neither be acknowledged nor returned. Please note that applications received after the closing date will not be considered.
