Head of Support Services (HOSS)

OVERALL

The employee engages himself to:

• Respect TGH’s Charter and internal regulations
• Respect his contract and Job description
• Respect security rules put in place by the security focal point.

This job description will be regularly reviewed. Only a common and joint agreement between the employee and the employer could lead to a modification of this it.

Presentation of TGH

“Actor in a sustainable and shared solidarity”

Founded in 1994, TGH is a French international solidarity organization based in Lyon, France. The association designs and implements emergency, rehabilitation and development programs in the following sectors: water, hygiene and sanitation, civil engineering, food security and rural development, socio-educational and psychosocial. TGH is currently operating in 10 countries in Africa, Asia, Europe and the Middle East.

Context

The year 2023 marks a new chapter for humanitarian actors in Iraq. With the de-activation of the humanitarian cluster system and a substantial decrease in international funding for humanitarian assistance in the coming year, humanitarian actors are repositioning themselves and – more than ever – need to prioritize. Humanitarian, development, and stabilization planning is also relevant considering the scale and persistence of humanitarian needs in Iraq. Violence, displacement, livelihoods, youth integration, Socio-political conflicts, and access to services remain key challenges.

Iraq has endured consecutive crises over the past two decades, including the US-led war on terror in 2003, incidents of sectarian violence, the conflict with the Islamic State that has created significant internal displacement, and most recently, the COVID-19 outbreak and subsequent economic slowdown. The Kurdish region of Iraq continues to experience security tensions in areas bordering countries, while northwestern and central governorates continue to be at risk of violent attacks initiated by the Islamic State.

Iraq, a water-vulnerable country, has experienced difficulty cultivating crops amid climate-induced difficulties and water mismanagement. Iraq remains acutely vulnerable to climate-induced shocks, predominantly related to rising temperatures and water scarcity. If things continue as normal, the report warns that the widening gap between water supply and demand will increase from around 5 billion to 11 billion cubic meters by 2035. Concurrently, Iraq’s carbon emissions are one of the highest in the region, and despite extensive oil revenues, the country’s development indices have not kept pace with the growth and demand of its population.

The adverse effects of climate change are impacting agricultural productivity, with increased salinization, desertification, reduced water flows in the Tigris and Euphrates rivers, and decreasing rainfall. This has resulted in the loss of 12 million hectares of arable land, drastically affecting agricultural production. The repercussions of the climate change crisis have disproportionately affected the most vulnerable communities, leading to distress and heightened food insecurity.

There are more than 1 million IDPs in Iraq. Some of those displaced in these districts returned home, while others engaged in internal movements or went abroad. Meanwhile, Salah al-Din, Ninewa and Baghdad Governorates saw the largest increase in IDP figures since May 2023 due to multiple factors such as drought and desertification, economic conditions and hate speech against the Yazidi community. As of 31 August 2024, around 4.8 million IDPs had returned to their areas of origin. Iraq also hosts more than 300,000 refugees and asylum-seekers, about 90% of whom are from the Syrian Arab Republic, and others mostly from Iran, Palestine, and Türkiye. According to Humanitarian Transition Overview 2024, In line with the Humanitarian Transition and the deactivation of the Humanitarian Cluster system in December 2022, humanitarian partners have drastically reduced the provision of humanitarian services to IDPs and returnees including protection, education, health, livelihoods, etc.

Presentation of the mission

TGH used to be active in the Iraqi Kurdistan Region and in Baghdad between 1995 and 2006. In 2013, TGH came back to Iraq to respond to the needs of new Syrian refugees.

Currently, TGH provides a comprehensive set of child protection activities: social accompaniment, psychosocial support for vulnerable children and their families, parenting sessions, etc. At the same time, TGH is committed to building the capacity of local actors involved in child protection (training/coaching of social workers, training of trainers, etc.), in line with the strategy of localization of aid and sustainability of action

In addition, TGH implements programs to strengthen the Food Security and Livelihoods of populations affected by the destruction of fields and production factors in agricultural areas, as well as by the measures taken in response to the Covid-19 crisis. TGH contributes to the rehabilitation of infrastructure necessary for local agricultural activities, access to production factors and inputs, and the improvement of the health and growth of livestock. These actions are part of a dynamic of reconstruction and revival of agricultural economic activity, in order to support the return of the population, their autonomy and the stabilization of the impacted areas.

TGH’s coordination office is in office in Erbil and sub-offices in Mosul, Sherkat, Muthana, Thiqar and Tikrit. 

Ongoing interventions

• TGH is implementing a 3-year (2022-2025) food security and livelihood project in consortium with two partners in districts of Salah al Din and Ninewa governorates. This project is currently working with farmers, exploring value chains, and supporting animal health programs and microfinance (through implementing partners). The second phase of this project started in March 2022 and will continue for 34 additional months.
• In Salah Al-din and South Iraq, TGH is implementing child protection (CP) and legal services to conflict-affected communities, while strengthening community base mechanisms of risk prevention and response in collaboration with two local NGOs.  

Humanitarian aid is gradually giving way to development aid. The changes initiated in 2021 will be effective from January 2023 (disengagement of the UN from the clusters) which will involve adapting the mission’s operating methods and in particular rigorous communication with local partners (administration, ministries, local representatives, etc.) and communities.

Job description

The Head of support services will be under the responsibility of the Country Director. He/she will be directly managing the HR manager, Logistic manager and Finance officer. The Head of support services will as well manage functionally the admin/HR/finance officer (Mosul).

The main responsibilities include:

FINANCE

• Prepare budgets linked with the project proposals
• Follow the daily/monthly expenses for all the projects
• Develop a strategy for allocations of expenditure per project ensuring timely execution of funds.
• Oversee a regular voucherization of invoices on the mission and train the team as per necessary
• Oversee a regular scanning of invoices on the mission and train the team as per necessary
• Keep an up-to-date Allocation Table for the mission and forecasts
• Manage, all mission budgets, proposals, financial reports, monthly accountancy closure, cash flow forecast
• Manage the cash flow and cash supply requests to Head Quarters and with the bases
• Lead finance risk management strategy, design/contribute to effective implementation of TGH and donor’s financial guidelines
• Prepare and lead the financial audits, spot checks and reporting process conducted by public departments, donors, 3^rd parties
• In collaboration with the Country Director, assure the link with the financial interlocutors (DNGO, donors, bank…)

ADMINISTRATION

• Lead the process of DNGO report preparation, submission, and validation on time, and connect all required information beforehand to avoid delays.
• Ensure that TGH follows the Iraqi laws and TGH policies are compliant with the Iraqi labor code; update internal regulations, work contracts, and administrative guidelines accordingly.
• Ensure payment of all legal liabilities on time, income tax, social benefits, etc
• Enhance staff capacity on legal aspects including taxation, visas, administration, registration, DNGO reporting and banking matters to avoid outsourcing to minimize the costs on legal matters.
• Supports the implementation of internal procedures in coordination with the HQ
• Provide specific training to the national team on the internal logistics, HR, admin and finance procedures
• Support the Administrative team with administrative procedures (i.e. clearance for office, guesthouse, field visit requests…)
• Ensure a clear archiving of all accountancy and administrative documents

LOGISTICS

• Ensure respect of internal and donors’ purchase procedure
• Ensure a check on the documentation of purchase procedures
• Validate and check the invitation letters, tender reports, contracts and all logistic documents related to procurement
• Ensure a clear archiving of all logistic processes
• Follow up all contracts (premises rental, car rental etc…)
• Ensure accurate movement plans and drivers’ management
• Ensure accurate stock management in Erbil, Tikrit, Sherkat and Mosul office
• Ensure IT set up accuracy and running for all bases
• Ensure all TGH tools are up to date and running for all
• Ensure supplier lists and price lists are updated and match the procurement needs for all bases

HUMAN RESOURCES

• Collect all necessary information on local labor law and update internal regulations/work contracts accordingly
• Follow-up of the HR contracts and evaluations
• Follow up of the HR database (leave follow-up, employment contract FU etc.)
• Ensure the regular update of all HR documents (organigram, leaves etc.)
• Assist the Country Director in ensuring that all HR policies are understood and respected by all staff
• Participate to the hiring process of any support staff to be recruited
• Ensure that recruitment processes are held in compliance with TGH’s policies and Iraqi labor law
• Monitor and contribute if needed to any recruitment process
• Identify the training needs and organize trainings for the support teams
• Contribute to the duty of care by highlighting key performers, workplace ethics, and working environment enhancement.

GENERAL SUPPORT TO THE MISSION

• Liaise with programs for project budget forecasts and follow-up and procurement follow-up
• Contribute to the respect of security measures applied by the Country Director
• Design and implement a capacity-building plan for managers and departments, ensuring smooth localization transition towards.

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 Head Quarters for accountancy, HR and procurement
• Regularly report to Country Director

The list above is not strictly definitive; an employee working within the framework of these tasks may carry out other tasks if asked to do so by his/her line manager.

Additional qualities:

• At least 3 years’ experience with a humanitarian NGO including 2 years in a coordination position
• Strong knowledge of accounting / financial and HR management / logistics in an NGO context
• Proven experience in accountancy
• Good knowledge of SAGA and excel
• Experience in staff capacity building is an added advantage.
• Good knowledge of the humanitarian environment (NGOs, UN, main donors)
• Good communication and writing skills in English. Arabic and Kurdish are an asset
• Good organizational and planning skills, analytical skills
• Strong leadership and staff management skills, with experience in managing diverse and multidisciplinary teams
• Ability to anticipate and make decisions
• Diplomatic, and problem-solving skills, effective decision-maker
• Intercultural: calm, self-control, respect for cultural differences and a very good ability to work in a multicultural environment.
• Ability to live and work in a volatile security environment

Only applications that directly address the outlined duties, meet the required qualifications, and demonstrate strong relevant experience and appropriate diplomas will be considered. To apply, please complete the Google form linked below:

https://forms.gle/BEVZnKThJuAkpCBP9

Female candidates are strongly encouraged to apply.

Please note that TGH will review applications on a rolling basis and may close the advertisement as soon as a suitable candidate is identified. We therefore encourage you to submit your application as soon as possible, and no later than November 20, 2024.

Important: Only applications submitted through the provided link will be considered. Applications sent by email or in paper form will not be accepted.