Operations Coordinator

About Bahar

Bahar Organization is an independent non-profit and non-governmental organization that provides humanitarian aid to vulnerable people without any discrimination in all its forms. BO is operating to respond to the needs and basic requirements of the humanitarian crisis in Syria in the middle of the affected communities caused by the conflict the basic principles of BO’s activities are to enhance the basic living standards of the affected population by delivering humanitarian aid based on the needs.

Purpose of Position:

The Operations Coordinator provides strong coordination promotes good stewardship, and provides direction to the Operations/Systems function, as well as enhancing cross-functional communication thus ensuring that systems support effective programming. The Operations Coordinator will work closely with the senior management team on strategic planning to ensure that the support structure adequately supports the programs. The operations department comprises Supply Chain, Finance, and HR Departments.

Job Duties and Responsibilities:

• Provide support and coordination for Bahar internal support operations.
• Enhancing cross-functional communication thus ensuring that systems support effective program development and implementation
• Responsible for Supply Chain, HR, and Finance to facilitate support for current and future programs in line with Bahar policies and good practice.
• Actively participate in the management team, contributing to the ongoing development of the programs here under the Bahar strategic plan.
• Along with other management team members, actively manage Bahar’s risk profile by ensuring that policies and procedures are in place, participating in the management of the risk register, and addressing internal audit and compliance issues.
• Supervision for the HR, Supply Chain, and Finance functions.
• Guide and coach coordinators/managers to ensure that Bahar policies are appropriate for the organization and applicable to the changing strategic direction and programs in Bahar.
• Set a strong example for adherence and improvement of Bahar accountability, safeguarding, and protection initiatives, both internally and for the people reached by the program.
• Carry out regular management visits and provide field visit reports to the management for all field locations.
• Represent Bahar and its programs where relevant to external stakeholders.
• Undertake any additional duties as mutually agreed with the Country Director.

Supply Chain:

• Supervised of all supply chain operations at the various field and support sites: including procurement, supply chain, asset management, fixed asset register, and fleet management.
• Improving cost-effectiveness by saving time or money through the use of framework contracts improved coordination of program activities, purchasing, and transport.
• Ensure compliance of logistical operations with the Bahar Supply Chain Manual and with donor requirements.
• Ensure internal Supply Chain reports are submitted on time and that they are reviewed and analyzed, and appropriate action is taken.
• Ensure that the Supply Chain Coordinator/Manager manages the timely negotiation of property contracts and ensures that the property is well maintained and secure.
• Ensure that the Bahar transport fleet serves the needs of the program.

Human Resource Management:

• Supervise Human Resources management and promote an organizational environment that is fair, open, and protective, and which fosters a learning culture.
• Ensure that HR planning, including succession planning, is developed in coordination with annual program planning.
• Support management to implement an effective annual performance review and development process.
• Ensure periodic reviews of salary scales and the HR Manual, compliant with local regulations.
• Support Managers to implement training and development plans for all Bahar staff.
• Advise Managers, accordingly and provide support to the HR Manager in identifying training and development programs to be prioritized.
• Support the HR Manager in reviewing staff legal cases; review reports produced by HR on cases followed up by the Legal Representative.
• Ensure that visitors and new staff are provided with briefings.

Finance

• Coordinate with the Finance Team to ensure that core cost budget management tools are provided to the Coordinators/Managers for review and management.
• Supporting in preparing and managing the overall core cost budgets for Bahar.
• Manage the equipment budget for all Bahar
• Ensure organizational compliance with donor policies and guidelines.
• Support the Finance Manager with the preparation of budgets for donor proposals, the preparation, and finalization of the annual budget and quarterly rolling budgets, and the preparation of the year-end financial statements.
• In conjunction with the Finance Manager, monitoring and controlling of expenditure on the core costs budgets to ensure that it stays within available funding and agreed budgets using budget monitoring tools and highlight, as appropriate, under/overspends and agree actions required.

Academic Qualification/s and Professional Experience:

• Minimum 5 years of previous experience in HR, Finance, and Supply Chain related management, with at least 2 years at a senior management level.
• Education to a diploma is necessary and preferred to a master’s level in a related subject.
• Good understanding of donor rules and regulations and implementation of strong compliance and control framework.
• Strong experience liaising with governmental/local authorities and NGOs.
• Audit experience and excellent attention to detail are essential.
• Demonstrated analytical and conceptual skills to plan projects, timetable activities, and oversee staff work.
• Proven strong budgetary control and financial management skills
• Proven track record in systems implementation and development
• An interest in capacity building/mentoring of teams
• Excellent staff management and personnel skills
• Excellent analytical, writing skills, and training skills
• Prior experience in complex protracted humanitarian contexts as well as emergency response contexts.
• Clean, trustworthy, planner, and active member.
• High Communication Skills and Representation
• High experience and familiarity with Iraqi Labour law
• Advanced level in English and Arabic.

Safeguarding & Ethics:

Bahar is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants, or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary-General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves professionally, respect local laws and customs, and adhere to the Bahar Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.