Support Function Manager

HAMAP-Humanitaire in Iraq

Haltes aux Mines AntiPersonnel (HAMAP)-Humanitaire is a French NGO, established in 1999 in order to contribute in struggles against mines and the risks it presents to civilian population. HAMAP-Humanitaire is active in 13 countries and pursue a mission of support to local partners from the need assessment, through project conception and to its sustainable implementation. HAMAP-Humanitaire diversified its field of activity, to encompass four sectors:  Engineering (WASH and construction); Health and hygiene; Education – vocational training; Mine Action.

https://hamap-humanitaire.org/

Job Information

Contract Duration: 6 months (with possibility of extension)

Duty station: Erbil, Iraq (with trips to Duhok and Nineveh)

Working hours: Full-time (40 hours weekly)

Requirements

Minimum education: Bachelor or Master degree

Minimum experience: 5 to 10 years

Required travel: Yes

Job status

No of jobs: 1

Published date: 25^th January 2024

Deadline date: 31^st January 2024

Start date:  As soon as possible.

Description

HAMAP-Humanitaire is supporting and building local capacities of a local partner based in Dohuk in the framework of a project in Sinjar. HAMAP is now seeking for Support Function Manager; the role has overall leadership responsibility for HAMAP’s support function management, with specific oversight on Finance, HR, Administration and Logistics and ensuring support functions are in accordance with HAMAP operational standards and guidelines.

Under the direct supervision of the HAMAP-Humanitaire Deputy Coordinator for Iraq, the successful candidate will be accountable and responsible for all support function structure following a tight schedule.

Hierarchical and organizational links:

Reports to: Deputy Coordinator for Iraq

Coordinates with: Program staff

Main Responsibilities:

1. Monitor and advise support function leads on reporting, and clearance procedures on finance, admin, security, procurement, recruitment, travel, etc.
2. Developing HR, finance, admin, and logistics documents.
3. Build the capacity of the support function staff through providing guidance, workshops and training courses, meetings, and follow-ups.

Main Duties:

• Planning and strategy 
• Lead and ensure annual planning for support function services and key performance indicators are met and linked to HAMAP’s country-wide strategy.
• Ensure that support service functions’ requirements, such as timeframes and budgets, are included in project planning.
• Ensure that resource mobilization is feasible and satisfies the demands of support functions and program needs.
• Ensure that support functions and services are adequate to meet program requirements.
• Serve as the focal point for the self-assessment of compliance, risk matrix, compliance control, and results agreement.
• Contribute to the development of new program concepts by contributing financial, administrative, and human resource considerations.
• Coordinate with the Support Function Manager of the HAMAP partner to achieve optimal work results.
• Team Management
• Ensure support services are adequately staffed to satisfy office and field program delivery requirements.
• Provide continuous, constructive feedback to the support function employees following HAMAP’s criteria for performance management.
• Focus on enhancing operational efficiencies while assuring compliance with HAMAP’s global, country, and donor regulations; and assess the training and development requirements of support function teams and develop a strategy for their accomplishment.
• Human Resources
• In coordination with HR officer, set up the key performance indicators for support function members; and ensure the delivery of timely reports on key performance indicators.
• Assist and guide the HR officer in delivering essential functions including, among others, HR planning, recruitment, hiring, orientation, facilitation of performance reviews, staff training, payroll preparation, and personal income tax calculations.
• Supervise the HR officer in the development of recruitment plans and monitor the recruitment process according to organizational policies and applicable laws and regulations.
• Supervise the HR officer in developing job descriptions, and advertisements, screening CVs and conducting telephone screenings, coordinating with line managers and interview teams, participating in candidate interviews, and ensuring documentation is gathered, documented, and filed.
• Supervise all employment engagements for the country office, including all employees, volunteers, consultants, and temporary staff, and guarantee adherence to HAMAP, Iraqi and KRI labor standards.
• Supervise the new onboarding process to make sure that all new hiring documentation is completed and processed, and that all new employees are adequately instructed on the Code of Conduct, Ethics policies, and country office policies, procedures, and working styles.
• Supervise the process of the offboarding of employees, including HAMAP exit interviews, and review the data collected for retention considerations.
• Administration
• Supervise and assist the security and liaison officer in the development of an annual plan for crucial administration activities of the HAMAP Erbil office.
• Supervise the security and liaison officer to ensure travel and hotel arrangements, utility services and bills, assets, visa and residency applications, border crossing clearances, rental and lease contract tasks are done promptly and can meet the operational demands of the HAMAP Erbil office.
• Supervise the security and liaison officer in building the necessary cooperation with local authorities and relevant international and local non-governmental organizations on administrative matters.
• Supervise and guide the security and liaison officer as he or she submits and updates all HAMAP official documents, including the personal income tax, financial report, and administrative order, to ensure the efficient management of all programs.
• Participate (or assign someone to participate) in NGO coordination meetings on HR, administration, logistics, and finances, and update the senior management informed of critical issues and action points.
• Logistics
• Supervise and assist the logistic offer in the development of an annual procurement plan for the HAMAP Erbil and NES office.
• Supervise the admin officer to ensure that all country office purchases adhere to established policies and procedures.
• Supervise the logistic officer to ensure procurement and fleet duties are done promptly and can meet the operational demands of the HAMAP Erbil office.
• In coordination with the Deputy Coordinator for Iraq, supervise and advise the along officer in international procurements tendering to ensure adherence to internal procedures, donor rules, and on-time product delivery,
• Finance 
• The Support Function Manager will be responsible for the overall finance management, with limited support from the Project Intern.
• Coordinate with the Deputy Coordinator for Iraq in the development of strategic plans for monitoring, expense forecasting, and managing budget lines related to support services for the HAMAP Erbil office.
• Ensure smooth financial operations, including payroll, social security payments, cashbooks, and cash forecasting.
• Implement strategies to optimize liquidity, ensuring that the organization maintains adequate funds for day-to-day operations and is well-positioned to capitalize on strategic opportunities.
• Continuously assess cash flow projections, taking proactive measures to address potential shortfalls or excess liquidity.
• Ensure the implementation of effective and low-risk cash flow practices in strict compliance with HAMAP’s norms and regulations.
• Offer specific, constructive feedback and coaching to enhance the financial reporting capabilities of the Partner finance staff.
• Collaborate closely with the partner finance personnel to identify and establish capacity-building objectives in financial accounting, financial planning, and grant management.
• Direct the Project Intern to provide support in tasks related to financial data entry and reporting as required.
• By effectively managing these tasks, the Support Function Manager contributes to the financial stability and compliance of the HAMAP Erbil office.
• Other
• In coordination with the Deputy Coordinator for Iraq, assess the existing HR, Admin, Logistics, and Finance procedures, instructions, and tools, determine any required modifications, and propose the elimination of obsolete documents.
• In coordination with the Deputy Coordinator for Iraq, develop HR, admin, logistics, security, and finance policies, procedures, and tools that are compatible with the main HAMAP countrywide and partner strategies.
• In coordination with the Deputy Coordinator for Iraq, develop feedback mechanisms for evaluating support function performance and policy updates and modifications, taking organizational expectations and priorities into account.
• Ensuring comprehensive compliance of all support function services with predefined humanitarian policies and procedures, as well as KRI and Iraq laws and regulations.
• Carry out responsibilities in line with the HAMAP Code of Conduct and guarantee adherence to the Sexual Exploitation and Abuse policy.

Required Competencies:

• Behavioral
• Takes responsibility and manages constructive criticism.
• Works effectively with all HAMAP staff, partners, and project stakeholders.
• Promotes continuous learning; communicates clearly.
• Takes initiative and drives high levels of performance management.
• Plans work anticipates risks and sets goals within the area of responsibility.
• Displays mastery of subject matter.
• Contributes to a collegial team environment.
• Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA);
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation.
• Displays awareness of relevant technological solutions.
• Works with internal and external stakeholders to meet the resource needs of HAMAP.
• Technical
• Effectively applies knowledge of relevant HR, Finance, Admin, and logistics theories and practices and recognizes their application within existing HAMAP-Humanitaire and Partner processes.
• Delivers Human Resources, Finance, Admin, logistics solutions customized to the needs of HAMAP-Humanitaire and its Partner.
• Anticipates and understands internal and external issues and opportunities that may impact the support functions landscape of HAMAP and its Partner.
• Adapts best support functions practices to the requirements of HAMAP-Humanitaire and its Partner to facilitate the achievement of strategic objectives.

Required Qualifications:

• Education
• Bachelor or master’s degree in management, administration, law, logistics, accounting, or a related discipline preferably from an accredited academic institution with five to ten years of relevant professional experience;
• Experience
• 5 to 10 years’ experience in management and/or administration and/or policy development, preferably in an international, non-profit environment.
• Proven experience in developing policies and procedures with a humanitarian organization.
• Hands-on experience with Excel tools of management.
• Languages
• Fluency in English.
• Working knowledge of Kurdish, Arabic, and French are an advantage.

Rules of conduct:

• While working for HAMAP-Humanitaire, completing the entrusted tasks, or presenting his/herself as working for the NGO, the following is expected by the Representative:
• Systematically reporting to the Deputy Coordinator for Iraq his/her activities and seeking approval before to undertake any unplanned activity.
• Acting in a proper way, according to HAMAP-Humanitaire values, with all actors: this excludes any discrimination on basis of nationality, ethnicity, religion, class, gender, sexual orientation or political affiliation.
• Respecting the various local habits and customs, as well as the country laws and rules, in order to preserve HAMAP-Humanitaire respectability.
• Respecting a strict confidentiality regarding HAMAP-Humanitaire documents, projects (ongoing and future), prospects of development, stakeholders and providers, unless instructed differently by the Deputy Coordinator for Iraq.
• Avoiding any use of the job position in HAMAP-Humanitaire for personal purposes.

How To Apply 

• To apply please prepare a CV and Cover letter and fill the form at this link: https://bit.ly/SupportFunctionManageratHAMAP-Humanitaire
• The application should only take 5 minutes to complete.