Head of Support Services Mozambique

Position: Head of Support Services Mozambique

Reporting Relationship: Country Representative

Location: Maputo with frequent missions on the field

Deadline: 28/03/2024

Starting date: ASAP

Family Duty Station: YES

Working context 

WeWorld has been working in Mozambique since 2000 with development and emergency projects in the fields of education, food security, climate change resilience and DRR in the provinces of Maputo, Gaza, Inhambane, Zambezia, Manica, Cabo Delgado and Tete. WeWorld carries out emergency projects in the provinces of Manica and Cabo Delgado. It has been intervening in response to Idai and Kenneth cyclones (2019) to assist affected populations, in 2020 it also started intervention in response to COVID-19 and to strengthen the social cohesion and the peacebuilding in Cabo Delgado province. At present, our main donors in the country are Italy (AICS), the EU, the UN (UNICEF, WFP, UNDP) and the Swiss Cooperation.

Job description 

The Head of Support Service will be responsible for the management of all support services departments (Logistics and Procurement, Finance and HR) in Mozambique for the administrative management of the projects funded by different donors implemented in Mozambique. Their responsibilities include financial reports, accounting, verification of supporting documents, procurement, logistics, human resources, planning and budgeting. It is required to work in close cooperation with the Project Managers and the Country Representative.

He/she will have the following tasks:

General

• Line manages and provides support and guidance to all support services’ staff in the country: HR, Logistics & Procurement and Finance
• Supports the managers to coordinate the activities of the teams to ensure workload is carried up and prioritized appropriately
• Supervises and verifies that deliverables and timelines related to grants, contracts, vendors, partners and internal procedures are regularly respected
• Collaborates with the Regional Managers for setting goals and objectives for the support services’ departments, identifies strategic activities and designs support departments’ development plans
• Supervises and coordinates the archiving of HR, Finance and Procurement &Logistics documents according to WeWorld guidelines
• Ensures a high level of collaboration with all relevant stakeholders (technical working group, partners forum, authorities, communities, vendors, donors)

Process

• Ensures that key policies and Standard Operating Procedures guiding the support departments are developed and/or regularly updated as required and appropriately adapted to the context.
• Designs support services routines, procedures, and systems to increase efficiencies and grants a smooth collaboration and communication between Finance, Logistics & Procurement and HR departments
• On a regular basis, audits the support services processes, to highlight flaws and pressures, implements or strengthens systems of oversight and prevention of corruption and mitigate relevant risks
• Ensures that recommendations for improvements related to support services are implemented in a timely manner

HR Management

• Ensures that all the support services’ staff is regularly trained according to specific training plans and needs
• Monitors and ensures that Finance, Logistics & Procurement and HR teams are adequate to country needs in terms of number and composition of the staff
• Ensures that a pro-active link between support services and program departments is established and well-functioning
• Participates in analysing staffing needs & costs, compensation & benefits, and performance review practices
• Supervises compliance with all WeWorld-GVC employment regulations relating to payroll, health insurance, work insurance, employee benefits

Finance

• Ensures that accounting is recorded and monitored regularly
• Ensures that the monitoring of projects’ expenditure level is performed regularly in compliance with donors’ guidelines
• Ensures that financial reports are regularly and correctly prepared, according to donor’s and internal rules

Procurement and Logistics

• Supervises the management of Procurement Procedures in accordance to WeWorld Global Procurement Manual and Donor Guidelines from planning to completion
• Supervises operations of logistics in accordance with WeWorld Global Procurement Manual and Donor Guidelines, in particular assets management, fleet management, warehouse and stock management and Base management
• Ensures that procurement and log reports in required format are timely and properly completed according to WeWorld Manual

Budget management

• Supervises the preparation and monitoring of country budgets (staff core budget and logistics budget)
• Ensures an efficient use of the available resources for support services by guaranteeing that the cost allocation tables are in place and correctly updated and monitored
• Acts as the support services’ focal point for budgeting in the preparation phase of programs/projects’ budgets and their revisions
• Ensures the financial coverage to implement activities, pay salaries, suppliers’ invoices, running costs (etc), by guaranteeing a correct and constant update and monitoring of the country financial plan

Safety and Security

• In coordination with the Country Representative, ensures implementation of safety and security measures in line with mission level SOPs and global Safety & Security guidelines of WeWorld

Audit

• Supervises the preparation of expenditure verifications and audits, ensures a proper involvement of finance, Logistic & Procurement, and HR departments during the audit performance and grants a proper collaboration between different support services and program departments
• Supervises the activities related to internal and external/donor assessments

Any other task requested by the Country Representative, for an efficient and quality implementation of WeWorld strategy and projects in Mozambique, according to the needs of the mission.

WHO WE ARE

We support people in overcoming emergencies and we strive to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. We work in 27 countries around the world, including in Italy, with more than 165 emergency, humanitarian aid and development projects. Our activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world. We operate in several natural and man-made crisis in various regions of the world. The emergency response, coordinated by the Humanitarian Aid Unit, is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. We operate also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach. In the last 4 years we have strengthened the regions and the countries where we have been working, we have created new programs, developed new quality and compliance systems and now we need new people who want to join us to build the world we want in the coming years. We believe in a world where everyone has equal opportunities and rights and we work everyday to make it happens. Join us.

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