Base Administrator – Salah Al Din - Iraq

Job
from Terre des hommes Foundation Child Relief
Closing date: 25 Oct 2019

Position Start Date : 01.12.2019

Duration : 6 months

Location : 2 offices located in Tikrit and Shirqat - Salah Al Din Governorate – Iraq

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) is the leading Swiss child relief organization, based in Lausanne (Switzerland). Every year our projects support more than 2 million children (3 million in 2016) and their families in over 35 countries. We are part of the Terre des hommes International Federation (TDHIF), with 9 other sister organizations in Switzerland, Europe and Canada.

Tdh has been present in Iraq since 2014 with NFI distributions in Dohuk Governorate and in October 2015 launched unconditional cash assistance with the support of Swiss Solidarity. Since these first interventions, Tdh is now present in eleven districts (Anah, Al-Qa’im, Haditha, Tal Afar, West and East Shirqat, Tikrit, Baiji, Hawija, Kirkuk and Tooz) across four Governorates (Salah al-Din, Kirkuk, Nineveh and Al-Anbar) with operations in the two latter districts since 2017 as Tdh followed the frontlines to provide emergency assistance. Tdh was the first INGO to have field offices in Tikrit, Shirqat, Tal Afar and Anah.

Tdh’s strategy consists on providing emergency assistance in hard-to-reach and newly accessible areas with an integrated emergency response to conflict affected people while building the capacity of its current response in areas where services are being re-established.

Current donors: ECHO, OFDA, DRL, OCHA, UNICEF, MoFA of Switzerland, MoFA of the Netherlands, Swiss Solidarity.

Operational field bases : Kirkuk, Tikrit, Shirqat, Tal Afar and Anah

Coordination bases: Erbil and Baghdad

Context :

Under the supervision of the Field Coordinator, the Base Administrator carries out administrative, accounting and financial management of his/her base, in compliance with donor and Tdh procedures.

He/she supervises accounting operations and cash management, and carries out budget follow up in conjunction with the program managers.

He/she is also one of those in charged with ensuring that Tdh’s Human Resources policy is properly implemented at the base. The Salah Al Din base is composed of 2 field offices located in Tikrit & Shirqat.

Responsibilities :

Administrative management of personnel:

  • Assists in welcoming and integrating new personnel, ensure they receive administrative briefing
  • Supervises the administrative management of personnel recruitment and hiring at his/her base
  • Supervises the archiving, handling and security of Tdh personnel files
  • Ensures that performance reviews are carried out according to defined procedure, and monitor the professional development of personnel
  • Applies the formalities related to sanctions / disciplinary measures and termination or breach of contract
  • Assists in defining and applying Tdh’s salary and social policies
  • Evaluates risks linked to changes in compensation and social policies
  • Conducts meetings and communication with personnel at base level
  • Tracks the cost of living
  • Updates the mission organization chart for the base

Team management

  • Defines the needs of administrative personnel at his/her base, and recruits according to the allocated resources
  • Trains, supports and evaluates the administrative team at his/her assignment base
  • Plans and supervises the activities of the administrative team

Cash-flow/bookkeeping:

  • Manages his/her base's cash-flow and ensures that banks and cash boxes are well supplied
  • Manages transfers and monitors the security of funds
  • Formulates cash-flow forecasts with the Logistics Officer and the Program Managers
  • Validates all disbursements and commitments of expenditure, in compliance with Tdh procedures
  • Supervises account keeping at his/her base, and monitors cash balances
  • Monitors bank books for his/her base and supervises the safe and cash boxes
  • Prepares and supervises the monthly closing, review and integration of the accounting for his/her base
  • Verifies the accounting files before they are sent to coordination office.

Budgetary / financial monitoring:

  • Updates allocation boards for his/her base
  • Updates and analyses budget follow up in conjunction with logistic and program teams
  • Makes connections between budgetary consumption and activity progress
  • Monitors functioning costs at his/her assignment base
  • Oversees adherence to donor administrative procedures
  • Support the Administrative Coordinator in formulating financial reports, budgets for new projects and carrying out audits

Administrative management of the mission

  • Verifies and validates all contracts drafted at the base
  • Assists in selecting Tdh premises

Reporting/communication:

  • Establishes and maintains relationships with local and regional administrative authorities, monitors regulations in force
  • Takes part in meetings relating to administrative aspects, represents Tdh on request and/or by order
  • Supervises the sending of administrative files to the Coordination Office
  • Ensures administrative and financial reports are sent to the Coordination Office according to Tdh administrative calendar

Other

  • Agrees to comply with Tdh Code of Conduct and promotes Child Safeguarding policy
  • Reports serious cases of abuse on children that she/he would be aware of in Tdh’s intervention locations. Strict confidentiality must be respected
  • Adhere to and enforce current administrative regulations and procedures
  • Works in close collaboration with operational projects and departments

Profile :

  • Professional diploma or university degree in Accounting, Business Administration, Economics or Audit
  • Preferably 2 years’ experience in a similar position
  • Advance IT knowledge (hardware and software, Microsoft Office, Internet)
  • Knowledge of SAGA and HOMERE softwares is appreciated
  • Previous experience with an NGO is preferable
  • Previous experience working in remote areas
  • Required qualities: organized, sense of human relations, diplomacy, communication skills
  • Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context
  • Languages: Fluent in English (written and spoken), Knowledge of Arabic is an asset.
  • Knowledge of Iraqi context would be a distinct advantage

Salary :

Expatriate contract under Swiss regulations 2’950 CHF (~2’550 €) < > 4'300 CHF (~3’700 €) net /month according to experience x 13, Holidays: 25 days per year. Local accommodation and transportation, Health insurance, accident and medical repatriation insurance, return flight.

Duration 6 months, more if funding available.

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?

Procedure :

Please applying directly online: http://www.jobs.net/j/JoXCDpmc?idpartenaire=20007

Application files sent through our official website will be processed only if complete (CV + cover letter). Additional documents (diplomas, work certificates, etc.) will be requested at a later stage.

We will be in touch with the shortlisted candidates only in the selection process – with the large number of applications received, we unfortunately cannot provide personal follow-up to the larger candidate pool. Thanks for your understanding.

For any questions you can consult the FAQ below the job advertisements.

To know more about Terre des hommes: https://vimeo.com/253387418

How to apply:

Please applying directly online: http://www.jobs.net/j/JoXCDpmc?idpartenaire=20007

Application files sent through our official website will be processed only if complete (CV + cover letter). Additional documents (diplomas, work certificates, etc.) will be requested at a later stage.