JOB PURPOSE: To lead the program support teams and ensure the provision of quality business support to all operations in the country, including emergency response programs and post-emergency programmes. 

ROLE REPORTS TO

Line Manager – Country Director

ROLES REPORTING TO THIS POST

Finance Manager, Logistics Manager, Admin/Legal Advisor

Matrix Management: 

IT, Matrix to Security lead

BUDGET RESPONSIBILITY: Yes 

KEY RESPONSIBILITIES 

Strategic Management and Leadership

·         Manages and increases the effectiveness and efficiency of Support Services (Finance, Logistics, Administration), through improvements to each function as well as coordination and communication between support and program teams

·         Provides leadership to the various business support functions (planning & priority setting), ensuring the best possible support to the program and advice to the country management team.

·         Ensures all business support functions comply with all Oxfam requirements and procedures.

·         Liaises with managers in the country, in the regional center, and HQ as necessary to resolve problems related to the effective functioning of business support.

·         Provides leadership in the country program strategy development, strategy implementation, and program review

·         Leads and provides support to the Country Director on Risk Management, systems, and compliance; leads on legality issues

·         Set an example in embedding Oxfam values in daily interaction both internally and externally

Finance

·        Provides direction to the Finance Manager on financial management, policies, and procedures, ensuring that the program is informed of all developments in financial policies laid down by Oxford, The OI platform, or the Country Programme.  Ensures the program is complying with financial standards set by Oxfam GB.

·        Directs annual budgeting and planning process for the Programme’s Global Budget in close liaison with the CD, and the CMT

·        Liaises with the funding team to ensure that all donor reporting requirements are met, including proposals, budgets and donor reporting liaising as required with Regional Funding unit, GB Node/OI platform and donors as required. 

·        Provides direct support to the Country Director, DCD Programmes and the Area Managers in the field on all matters of finance specifically budget preparation, monitoring, control and reporting with a view to ensuring good financial standards are met.

·        Produces monthly financial management information for the Country Management Team and ensures that the finance team provides necessary financial reports for field programme managers to monitor and review their project activities.

·        Supervises the programme Admin/Finance/Logistics teams in maintaining the programme inventory and fixed assets, ensuring that all Oxfam assets are properly safeguarded and tracked.

·        Oversee Field Finance teams, make sure compliance is in place and the Finance team in the field are well trained and empowered.

Logistics

·        Management of the Logistics Manager to ensure continuous follow up on Logistics processes and day-to-day operations; ensuring compliance with Oxfam Log procedures and policies.

·        Provides support and guidance on good practice on use of assets, vehicles, equipment and in general organization of resources to ensure an appropriate use and compliance with Oxfam GB policies.

·        Make sure vetting system is in place and aid diversion is followed for all suppliers, contractors and banks and action points are taken on timely basis.

·        Oversee Field Log team, make sure compliance is in place and the Log team in the hubs are well trained and empowered.

Administration

·        Overseas the management of Administration support functions and services and direct management of the Admin Senior officer.

Risk Management

·         Serve as the primary lead on legality issues and legal compliance, including legal registration in the country of operation, staff registration, partnerships, memoranda of understanding (MOUs), and contractual agreements to ensure all activities are conducted within the legal frameworks.

·         Lead and coordinate on all matters related to Health & Safety, working with all stakeholders as required and mitigating risks to employees, assets, and partners. This includes developing and overseeing the implementation of health and safety policies, conducting risk assessments, and ensuring workplace safety compliance.

·         Develop and implement comprehensive risk management strategies for Oxfam to identify, assess, monitor, and mitigate risks across various aspects of operations, including financial, operational, strategic, and reputational risks. This involves the preparation of risk management reports and dashboards for Country and Regional Management teams respectively.

·         Oversee and/or develop Oxfam in Iraq’s compliance framework, ensuring adherence to international standards, local laws, and donor requirements. This includes monitoring changes in relevant legislation and regulatory landscapes and adjusting internal policies and procedures accordingly.

·         Enhance Oxfam’s resilience and crisis management capabilities by developing, alongside DCD Programmes, and maintaining business continuity and disaster recovery plans. Facilitate regular training sessions and drills to prepare staff for potential crises affecting operations.

·         Liaise closely with the Security Manager to align on security-related risk assessments and crisis management plans, ensuring a comprehensive approach to the safety and security of Oxfam’s operations and personnel.

·         Coordinate with internal and external stakeholders to ensure a unified approach to risk management. Work closely with department heads, local government bodies, legal advisors, international partners, and especially the Security Manager to align risk management practices and compliance standards.

·         Lead the evaluation and due diligence of potential partners and projects, in collaboration with relevant program teams, from a risk management perspective, ensuring alignment with Oxfam’s risk appetite and strategic objectives.

·         Advocate for a culture of risk awareness and compliance throughout Oxfam by providing training and guidance to staff at all levels. Develop educational programs and materials to enhance understanding of risk management principles and practices.

·         Monitor and report on compliance and risk management performance at Oxfam, identifying trends and areas for improvement. Regularly update the senior management team on key risk indicators, compliance issues, and the effectiveness of risk mitigation strategies.

·         Liaise with auditors and external consultants to conduct regular audits and assessments of Oxfam’s risk management processes and compliance with legal and regulatory requirements. Address any findings and implement recommended changes to strengthen Oxfam’s risk posture.

Active engagement in the Country Management Team

·          Deputises for the Country Director as required.

·          Participate in and contribute to the strengthening of the Iraq Country Management Team (CMT)

Any other duties that may be reasonably required of the post holder

Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women’s rights

Understanding of and commitment to adhere to equity, diversity, gender, child safety, and staff health and wellbeing principles

PERSON SPECIFICATION

Most importantly, every individual at Oxfam International Secretariat needs to be able to:

·         Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)

·         Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.”

2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

ESSENTIAL

·         Self-Awareness

·         Listening

·         Systems Thinking

·         Humility

In addition:

·         Suitable qualification in a relevant field, preferably at Graduate level or equivalent experience.  A Degree in finance, administration, accounting or equivalent and/or MBA/other higher diploma will be an advantage.

·         Significant management experience in large or complex organizations

·         Significant experience in managing Complex Supply and Logistics operations in a fragile environment including multi-country Supply planning & delivery.

·         Substantial experience of the NGO sector, ideally in a humanitarian context

·         Excellent management and leadership skills

·         High-level ability in the application of strategic financial, human resources, IS, and logistics management, and experience in maximising resource utilization

·         Excellent communication skills – including fluency in written and spoken English.

·         Excellent Computer skills – Word, Excel, use of the Internet, databases, and email.