Head of Finance, HR and Administration Department – Syria, Damascus

Information

Location: Syrian Arab Republic – Damascus

Duration: : 7 months, starting in July 2024

Conditions: Salaried contract, gross monthly salary from €2,369 to €2,884, monthly per diem 850 USD, medical coverage of 100% + repatriation insurance + provident fund, accommodation, international and local transportation as part of the mission, break every 3 months. Non family duty station.

TGH has chosen a deliberately simple and transparent remuneration policy, accessible on our website www.trianglegh.org
The salary levels advertised in our job offers are set within the framework of the salary scale and are not open to negotiation.

More information on www.trianglegh.org, under “JOBS”.

TGH reserves the right to end the recruitment process as soon as a candidate is positioned

Presentation of TGH

“Actor in a sustainable and shared solidarity”

Founded in 1994, TGH is a French association for international solidarity based in Lyon. It designs and implements emergency, rehabilitation and development programmes in the fields of water, hygiene and sanitation, food security and rural development, socio-education and psychosocial support. TGH is currently active in 10 countries in Africa, Europe and Asia.

Presentation of TGH’s work in Syria

TGH was registered in Syria in May 2017 and works under the coordination of the Syrian Arab Red Crescent (SARC), officially mandated by the Syrian Authorities to coordinate activities of humanitarian organizations committed to providing assistance to the conflict-affected Syrian population in Syria.

TGH’s sectors of intervention in Syria are: WASH, Education including a Vocational training component, and Child Protection. TGH is currently piloting a cash-based intervention to support households’ livelihoods and encourage children’s schooling.

TGH in Syria is active across five governorates namely Rural Damascus, Hama, South Idleb, Aleppo and Daraa, and manages several multisector integrated projects with an area-based approach. These are funded by ECHO (until July 2024), SHF (until November 2024), SDC (until July 2025) and other private foundations or public agencies. Senior Management Team coordination is based in Damascus.

TGH is currently updating its strategy in Syria for 2024-2026 to respond to the acute humanitarian needs of Syrian most vulnerable and exposed people while increasing their resilience capacities in country. Our strategy consists in shifting, gradually and where appropriate, to more early recovery development-oriented programming, while maintaining the capacity to provide humanitarian assistance as needed.

The mission is composed of more than 60 national staffs, 50 volunteers and 7 expatriates: Country Director, Head of WASH and Shelter Program, Head of Education and Protection Program, Head of Admin/ Finance / HR, Head of Logistics, MEAL Manager, Grants and Reporting Manager.

Job description

The Head of Finance, HR and Administration Department works under the responsibility of the Country Director. He/she line manages the national Support Manager, who is responsible for overviewing the work of the Finance Officer (under recruitment), the Admin-HR Officer and the Admin-Finance-HR Assistant. The main responsibility of the HO FIN-HR-ADMIN DPT will be to support the activities implementation while minimizing the financial risk for the organization through the following responsibilities:

The main responsibilities include:

FINANCIAL MANAGEMENT & COMPLIANCE

• Ensure internal financial systems, policies and controls are applied;
• Process to internal control in order to improve the compliance and ensure the well justification of the expenditures reported
• Process to the review supporting document linked to the expenditures in order to ensure the compliance and the well justification of the incurred expenditures.
• Prepare, organize and supervises audits, with the support of the HQ Finance Officer
• Prepare budgets linked with the project proposals
• Coordinate the monthly budget Follow up with Coordinators and update the forecasts
• Monitor ongoing levels of expenditure on individual programs against budget, and provide timely advice of likely over or under-spends to the Coordination Team;
• Monitor overall budget consumption with respect to donors’ constraints creates and updates regularly allocation board and alert the Country Director as well the relevant Coordinator
• Identify and analyze of any discrepancy and suggestion of solution
• Keep an up to date Allocation Table for the mission and forecasts
• Ensure that TGH Shared costs policy is well applied in order to ensure a fair allocation between donors’ contracts
• Elaborate financial donors’ and internals’ financial reports and amendment
• Be the person in charge for the respect of accountancy and accounting process
• Manage and anticipate the cash flow and monthly cash requests to Head Quarters and with the bases
• Organize and supervises all aspects of cash flow including security of cash, ensures sufficient separation of responsibility and level of control over transactions
• Ensure that payments are made in a timely and secure manner across all the country operations
• Supervise and train the Administrative Officer on daily accountancy, in collaboration with the Support Manager
• Train the Administrative Officer on SAGA and on general TGH procedures, in collaboration with the Support Manager
• In collaboration with the Country Director, assure the link with the financial interlocutors (donors, bank…)
• Prepare financial tool to ease the follow up of project for coordinators and program managers
• Along with program coordinators, build the capacity of Program managers in terms of finance and budget follow up.

ADMINISTRATION

• Ensure that TGH follows the Syrian laws
• Collect all information about income tax and social benefits, and update internal regulations, work contracts and administrative guidelines accordingly
• Keep the Country Directors informed about all new regulations and potential impact on TGH administrative procedures.
• Ensure the respect of internal and donor’s procedures in coordination with the HQ and Logistic coordinator.
• Provide specific training to the national team on the internal logistic, HR, admin and finance procedures
• Support the Administrative team with administrative procedures (i.e. visa/residency, clearance for office, guesthouse, field visit requests…)
• Ensure that archiving process are applied and that the monthly archiving of the hardcopies as well as the archiving of the softcopies are sent on timely manner to HQ

HUMAN RESOURCES

• Collect and analyze all necessary information on local labour law and update internal regulations/work contracts accordingly
• Follow up of employment contracts and staff appraisals
• Ensure a training plan is updated based on the appraisals and needs assessed by Coordinators, Managers and the Country Director and explore the possibilities of funding for trainings
• Identify the training needs and organize trainings for the support teams along with Logistics Coordinator
• Valid the monthly database prepared by the Support Manager
• Regularly update HR documents (FUs, organigram, leaves etc.)
• Ensure a good communication with the staff related to HR and activities is getting done through internal memos and meetings
• Assist the Country Director in ensuring that HR policies are understood and respected by all staff
• Update the recruitment policy and ensure it is respected on the mission
• Participate in the hiring process of support staff and monitor and contribute to any other recruitment process as needed

GENERAL SUPPORT TO THE MISSION

• Liaise with program and logistics coordinators for project budget follow-up and procurement follow-up
• Contribute to the respect of security measures applied by the Country Director

COORDINATION AND REPRESENTATION

• Attend internal coordination meetings
• Attend external inter-NGO administration, HR and logistic coordination meetings if needed

REPORTING

• Writing financial reports and compiling data for financial reports
• Contribute to monthly reporting to headquarters for accounting in close coordination with the Logistics Coordinator
• Regularly report to the Country Director

This list of responsibilities could be modified according to the needs.

Safety, working and living conditions

The current volatile and unpredictable context in Syria requires strict security rules in terms of movements and transmission of information / communication with the Headquarters.

Working and living conditions in Damascus are good although the situation is more precarious now than it used to be before October 7th, 2023.
Communication means are satisfying (efficient internet, international phones).

The office is separated from the guesthouses. Individual rooms are available for each expatriate.
When in the field, international staff movements are strictly limited and under tracking.

Profile

• At least 2 years’ experience as Administration/Finance/HR manager/coordinator required in humanitarian context
• Proven experience in accountancy and financial management
• Fluent in English; Arabic is a strong asset
• Good skills in transfer of knowledge/training
• Computer skills (including Excel and Word)
• Working knowledge of SAGA
• Excellent interpersonal and diplomatic skills
• Autonomy, rigor and skills for synthesis
• Good organizational skills
• Adaptation capacities to dynamic context
• Sense of humor