TDH recruits 01 Base Manager H / F Kirkuk Iraq
Position Start Date : 15.06.2020
Location : Kirkuk
Terre des hommes does not set closing dates for this position; recruitment is on-going until the position is filled
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.
In 2015, Tdh launched an integrated emergency WaSH, Child Protection and NFI response, following several waves of IDPs resulting from military operations to free Shirgat districts, as well as the South Mosul Corridor.
Tdh with its 300 staff employees is currently implementing a 12 Million CHF emergency and rehabilitation Program, throughout the country.
Operational field bases : Kirkuk, Tikrit, Shirqat, Tal Afar and Baghdad
Coordination bases : Erbil and Baghdad
Under the supervision of the Country Representative, the Base Manager carries out Logistics, Human Resources, administrative, accounting and financial management of his / her base, in compliance with donors and Tdh procedures.
He / she supervises the overall support departments including but not limited to procurement, stock and asset management, fleet, human resources management, recruitment, staff monthly follow-up, 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 internal policies and donors’ requirements are properly implemented at the base.
Responsibilities : Logistic :
Implements and supervises all logistics operations in his / her base
Ensures efficient fleet management, as per the base needs and financial resources available
Implements Tdh’s procurement procedures and ensures they are followed properly by the logistics team in his / her base
Responsible for the regular inventory, quality and accurate stock management
Ensures high quality assets and IT management, ensuring compliance with Tdh’s internal policies and donor’ rules and regulations
Ensures logistics support for programs, safeguarding of Terre des hommes procedures, and promotes regular and efficient communication between program and logistics departments
Administrative management of personnel :
Ensures staffing needs are met in accordance with the structure needs and available budget
Supervises and participates in recruitment process when needed
Verifies and validates all contracts drafted at the base
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
Conducts meetings and communication with personnel at base level
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
Develops with Coordination office capacity-building plan and ensures each staff had received necessary training to performs their duties
Supervises the technical Program Manager, Admin Manager, Logistician and any additional resources at field base.
Receives updates and makes recommendations to the Country Representative concerning programme, security and administrative issues.
Programme Strategy and planning
Coordinates programming aspects of the field operations in line with Tdh and donors’ standards.
In collaboration with the Country Representative, designs strategies and objectives for improved support to beneficiaries.
Ensures the representation towards stakeholders in the areas of intervention.
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
Budgetary / financial monitoring :
Updates allocation boards for his / her base
Updates FMT (Financial Monitoring Tools) on monthly basis
Updates and analyses budget follow up in conjunction with logistic and program teams
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
Ensures to implement the security procedures and safety of Tdh’s employees in his / her base
Liaises regularly with Liaison Officer and Country Rep. for the implementation of security procedures
Ensures to report any incident to Country Rep. and to develop proper plan respond to the security context evolution
Respects Tdh security procedures in Iraq
Insures that Tdh national and international staff are aware of Tdh security procedures and follow them
Receives primary indications for security matters from the Logistician and from a variety of other sources (Inter-agency coordination, INGOs, staff, beneficiaries) and share relevant information with the rest of the Iraq team.
Leads the design and update of 1. Security plan documents, 2. Reporting of staff lists for UN evacuation plan, and 3. Existence and correct update of emergency kits.
Reporting / communication :
Establishes and maintains relationships with local and regional administrative authorities,
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 logistics, administrative / HR and financial reports are sent to the Coordination Office according to Tdh’s administrative calendar
Ensures high and regular communication with the Coordination office to report any issues, delay, external events that would prevent the usual operation to happen / to be on track
Produces a monthly report per format in Iraq and submit to the Country Representative (Director)
Identifies geopolitical trends and indicators which may impact programme activities for Iraq
Coordinates, prepares and elaborates relevant reports for submission to the Country Representative
Ensures timely submission of monthly Situation Reports by programme managers
Professional diploma or university degree in Accounting, Business Administration, Economics, Audit or any other relevant field
Preferably 2 years’ experience in a similar position for an NGO
Advance IT knowledge (hardware and software, Microsoft Office, Internet)
Knowledge of SAGA and HOMERE software is appreciated
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
Knowledge of Iraqi context would be a distinct advantage
Fluent in English (written and spoken)
Knowledge of Arabic is an asset
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?