Support Manager 351 views

Support Manager

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    • #3434583
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    Terre des Hommes Italia

    Closing date:
    07 Jan 2020

    Terms of Reference

    Position: Support Manager

    Starting date: Mid-February 2020

    Duration: 7 months, renewable based on performance/availability of funds

    Duty station: Lebanon (Zahle Office)

    Support Manager

    Terre des Hommes Italia (TDH IT), member of Terre des hommes International Federation, works in 22 developing countries implementing projects and activities for the benefit of more than 3 million people (2018).

    TDH IT implements relief and mid-term programmes and projects in the fields of education, primary health, protection, PSS and child rights.

    Terre des Hommes Italia works in Lebanon since 2006. Since then, it has implemented several educational, protection and livelihood interventions in the most deprived areas of the country and in the Palestinian refugee camps.

    Since the onset of the Syria crisis, Terre des Hommes has provided support to the Syrian refugee families fleeing their country and looking for a shelter in Lebanon, thanks to the support various donors (EU, ECHO, UNICEF, UNHCR, OCHA Italian Ministry of Foreign Affairs and International Cooperation, Agenzia Italiana per la Cooperazione allo Sviluppo- AICS).

    In Bekaa and Mount Lebanon Terre des Hommes has been working since 2012, targeting refugee and vulnerable children and their families with a range of actions focused on non-formal education and child protection.

    In the framework of its work in the Country, TDH It is recruiting a financial responsible for the Bekaa Office (located in Zahle) in charge of the overall financial planning and implementation of TDH IT and donors’ regulations and procedures.

    Major Responsibilities:

    Financial, Budgetary and Accounting management

    • Supervise the monthly accountancy closing verifying and checking all descriptions, allocations, monthly exchange rates and controlling and approving bank reconciliations and cash inventories;

    • Update and analyze Budget Follow Ups in conjunction with logistics and program teams on a monthly basis;

    • Supervise the physical verification of all supporting documents and ensure proper filing of all financial documentation is carried out;

    • Monitor and supervise the cash-flow at office level and ensure that bank accounts and cash boxes are properly supplied according to the needs of the projects and compliant with TDH IT financial regulation. He is in charge of preparing fund requests forms to Delegation office;

    • Control, authorize and sign all the authorization forms, bank transfers and cheques after proper verification of all the supporting documentations;

    • Ensure proper monitoring of all the financial transactions with a special attention to all the office related loans, HQ Costs, OH costs, NSSF and Income Tax to be reimbursed to Delegation bank account under request of Country Administrative Manager;

    • Prepare and support audits or possible inspections under the supervision of the Country Administrative Manager;

    • Liaise with Support Managers (2) in TDH offices in South Lebanon and Beqaa under the supervision of the Country Administrative Manager;

    HR management

    • Supervise the management of personnel recruitment ensuring the HR process is fully implemented (Vacancy Code, Interviews Matrix, Security Checks, Type of Contract, Allocation in the salary scale etc..) as per TDH IT regulations and procedures;

    • Supervise all the Insurance process related to the office, including proper filling of Insurance Enrollments cards, Medical Questionnaire, Cancellation Forms and ensure timely submission to Delegation office along to Insurance Follow Up and medical claims;

    • Supervise the correct filling and facilitate the submission to Delegation offices for all MOF and NSSF documentation related to all employees;

    • Control and validate Contacts List, Flowchart and Contracts Follow Up on a monthly base;

    • Ensure that performance appraisals are carried out and monitor the professional development of TDH IT personnel in the office, while assisting in determining disciplinary measures for any sanction/breach as per TDH IT regulations and procedures;

    • Supervise and submit Salary updates and Leaves Follow Up to Delegation office on a monthly base. He/she monitors the accrual paid leave, sick leave and unpaid leave at office level and advice the concerned line management of any problematic case;

    • Supervise the archiving, handling and security of personnel files.

    Logistics and Procurement management

    As Logistics responsible for Bekaa office and in charge of the overall logistic implementation of TDH IT and donors’ regulations and procedures, the Support Manager will have a global vision of the office’s logistics operation, supervise all steps of logistics processes and manage the logistic department. Support and supervision of the supply chain:

    • Ensure adequate coordination among programme department, administration and logistics department

    • Implementation and monitoring of the purchasing and quality control tools

    • Support and supervision of the Logistician in the Office: supervision of orders, purchasing, transport and supply

    • Monitor TDH IT LB procedures and donors

    • Responsible for the inclusion procurement plans as well as the other logistical aspects of proposals, also the logistical information for donor’s reports

    • Responsible for adherence to the charter of principles and the ethics code. Implementation of the anti-fraud policy within the logistics department

    • Responsible for archiving logistic procedures, response and solve the logistics incidents requested in the audits (internal and external)

    Communication Management:

    • Implementation of adequate and relevant communication systems

    • Analysis of new requirements and the cost/efficiency of existing systems

    Equipment Management:

    • Ensure the implementation of the country equipment policy (procurement, renewal, depreciation, use…) and ensure the adequacy of equipment to suit requirements and users

    • Supervise the management equipment according to internal and donors’ guidelines

    • Supervise the correct and documented transfer of equipment on completion of projects

    Fleet Management Support:

    • Supervision of fleet planning (renewal, monitoring) and the establishment of usage rules according to requirements

    • Ensure the tools to monitor the costs are in place and up-to-date

    • Supervision of vehicle movements within the Office

    Cost and expenditure analysis:

    • Control and analysis of logistical costs, prepare the annual budget

    • Validate the monthly logistical expenditure forecast for the Office

    • Optimise the use of existing equipment (vehicles, pc’s…)

    Creation of Logistical Reports

    • Compilation of the Logs monthly reports

    • Participation in designing donors’ proposals and reports

    Position Reports to: Program Manager (1)

    Technical reference/Indirect Reporting: Country Administrative Manager, Country Logistics and Procurement Manager (2)

    Collaborates with: Finance Officers, Logistic Officer, Procurement Officer, HR Officer (4)

    Other Internal and/or external contacts:

    Internal: Program/Project managers and other members of TDH IT programs in the field

    External: Donors, local partners –Other NGOs/INGOs, and SDCs

    Required Profile

    Education / Training

    · Degree (BA, MA or PhD) in the field of Finance, Accounting or related area

    · Perfect acquaintance with main donors’ procedures and requirements (EU, UNICEF, OCHA, AICS)

    Professional experience

    · At least 2 years of professional work experience with humanitarian organizations in a managerial position

    · Sound understanding of the challenges of donor and contract management and its implications

    · Good knowledge of institutional donors and experience of budget planning and financial reporting

    · Sound knowledge of Office suite with high proficiency in Word and Excel

    · Fluency in English; Arabic is an asset

    Knowledge & skills and Required Personal Characteristics (fitting into team, suitability for the job and assignment/mission)

    · High-level of communication skills, including ability to speak formally, negotiate, demonstrate tact and diplomacy, and advocate for child protection issues with humanitarian community and authorities.

    · Excellent financial and analytical skills

    · Experience in building capacity of teams and staff at different levels and in different contexts

    · Commitment to the aims, principles and values of TDH IT

    · Ability to work well in a team, under pressure and in response to changing needs

    · High degree of responsibility, of taking initiatives, of having emotional stability

    · The ability to prioritize a heavy workload and to delegate accordingly, and under culturally sensitive situations

    · Self-motivated, flexible and adaptable to the needs of the team and organization

    · Strong ability to meet deadlines and excellent problem-solving skills

    Salary according to experience and TDH IT salary scale

    The appointment is subject to funding confirmation

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