Country Office Manager

Working environment

Jesuit Refugee Service (JRS) is a faith based International NGO that has been working in Iraq for the past eight years. Our mission is to accompany, serve and advocate on behalf of refugees and other forcibly displaced persons. JRS Iraq belongs to JRS Middle East and North Africa Regional Office coordinating the work in Lebanon, Jordan, Syria, and Iraq. In 2023, thirteen people work in the CO and JRS Iraq runs programmes mostly in Qaraqosh, Sharya and Sinuni for an approximate total of 150 staff members.

 

General Purpose for the position 

Under the supervision of the Assistant Country director and the Country Director, the Country Office Manager, supports the Country Office team in terms of the material resources required for the proper functioning of the office. He provides logistical coordination support to the CO and each base. The Country office Manager, he/she is the head of logistics and available to support logistics team in purchase, driving, etc. He ensures that all day-to-day transactions are carried out efficiently and effectively in the shortest possible time in accordance with the financial and accounting policies of JRS and the various donors; and ensures the protection of JRS assets. He ensures that all administrative procedures for obtaining legal documents are followed and that these documents are available.

 

Main Responsibilities of the Position  

A) Support to the CO’s team 

 

1. Make sure CO’s team has all the equipment necessary to accomplish its mission;
2. Organize and coordinate the good use of cars and drivers in order to optimize the travels;
3. Supervise the cleaner of the Main Office as well as MHPSS office and Staff House;
4. Ensure that the JRS offices and houses are maintained by supervising the work of the Maintenance Agent or by appointing someone who will report to him/her at other bases (Qaraqosh, Sharya & Sinuni);
5. When needed prepare the necessary documentation and material for meetings.
6. Manage the safe of the Petty Cash.

i) Ensure petty cash is sufficient in required currencies 

ii) Visit the banks on instructions to retrieve cash,  

iii) Maintain a record of all cash movement in and out 

iv) Ensure proper filing of transactions through vouchers system 

v) Reconcile the cash book with the Accountant Officer at the end of each week.  

 

B) General Administration 

1. Be JRS’ representative in KRI at the residency office, traffic police and other directorate and public services.
2. Make sure that all documentary receipts and keep them in a digital file;
3. Coordinate ad-hoc (in relation to specific issues) and recurrent staff meetings and make sure that someone is in charge of the minutes of meetings;
4. Prepare correspondence, @mail and other documents;
5. Create and maintain a database of important contact for the office;

 

C) Logistical Coordination 

1. Coordinate senior logistics, ensuring proper planning
2. If necessary, support senior logistics for operations related to logistics;
3. Depending on the planned activities and for the smooth running of the operation at CO and Base level, coordinate the various activities shopping to do.
4. Conduct necessary market studies to obtain the best quality / price ratio;
5. Look for pro-forma invoices when required by financial procedures;
6. Ensure the quality and conformity of the purchased material against the purchase order;
7. Ensure that project and office equipment is carefully maintained,
8. Set specifications and supervision sites and manufacture of materials on order.
9. Maintain in accordance with the guidelines whenever necessary;
10. Ensure commercial flight bookings for staff travel;
11. Ensure the correct and updated inventory of the assets of the organization and items available to the Staff ;
12. Supervise inventories of articles and countersign the receipt of said articles ;
13. Ensure the proper use of rolling stock and vehicle fuel and generator of the office ;
14. Be responsible for tracking all important administrative documents for vehicles, travel, visa
15. Ensure any other tasks not listed but related to logistics;

 

D) Support of the Accountant and Finance Officer 

1. Weekly Transaction Tracking
2. Prepare payment requests and accounting documents related to purchases while ensuring that these transactions are completed efficiently and effectively;
3. Prepare purchase order, purchase bid summary and payment order and any other documents relevant to the purchase according to the procedures and regulations, and ensure that the documents submitted for payment are completed;

E) Head Of Procurement 

1. Supervise and coordinate the SharePoint of Procurement to maintain control procedures in coordination with the projects and availability to the project staff in providing support and guidance according to the policy..
2. Implement JRS Procurements policies in respect of our donors’ policies
3. Train on JRS policies other staff in country office and projects
4. Establish and maintain control procedures;
5. Maintain written standards of conduct addressing conflicts of interest;
6. Seek open competition to obtain the best value for the money;
7. Ensure that staff do not mishandle funds;
8. Avoid purchasing: dangerous or low-quality goods that could potentially cause more harm than good;
9. Avoid purchasing unnecessary items; and
10. Protect itself and its beneficiaries
11. Every project needs to have clear procurement plan according to the approved budget.

 

Availability

Undertakes any other duties as assigned by the Country Director that are within the ambit of the position.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Qualifications, skills and attributes

• Compassion and commitment for refugees and other displaced persons;
• Hold at least a degree in Finance, logistic, Management or Business Administration. Training in the field of animation is an asset.
• Work experience of at least two years in a similar position
• Have a good accounting and computer knowledge. Knowledge of project management is an asset.
• Proficiency in Kurdi, English and Arabic (read, written and spoken).
• Attitude and professional behaviour: ability to work in a team but also autonomy in the exercise of its functions, dynamism, honesty, sense of organization.
• Proficient in Office 365 suite: Word, Excel, Share Point, One Drive, Navision.
• Adhere to JRS values and respect the code of conduct and procurement policies
• Ability to take initiatives and bring innovative ideas.
• Sense of communication and good interpersonal skills
• Sense of confidentiality and responsibility
• Ability to adapt to working conditions and tasks that may change with the reality of the field.

Suitably qualified candidates are to submit their CV accompanied by a cover letter explaining why they are suitable for this position and how they can contribute to the mission of the Jesuit Refugee Service (JRS) in this position. Both the CV and the cover letter should be in English.

Applications are to be sent by email to the Human Resources Officer irq.hr@jrs.net  marked Country Office Manager  in the subject line.

CVs not accompanied by a motivation letter or without the title of the position in the subject line will not be considered.

Only shortlisted candidates will be called for an interview.