SYRIA – ADMIN MANAGER ( M/F) – RAQQA – Syrian Arab Republic

Desired start date: 11/15/2022
Duration of the mission : 6 months, with possibility of extension
Location: Raqqa

ABOUT THE MISSION…

  • Assignment: There are 3 implementation offices in Syria (2 in North East Syria/NES, 1 in North West Syria/NWS) with coordination based in Amman. The total financial volume of the mission for 2020 was approximately 26 million euros. The mission has now reached a number of approximately 45 expatriates and 250 national employees (7 expatriates and 90 national employees in the base of Ar-Raqqa).

  • Program type and content: The mission in Syria is dedicated to working in recently opened areas (in 2017 in Raqqa) and in difficult contexts to provide life-saving activities to the population affected by the conflict. A shift from rescue activities to more post-emergency/development activities has also been undertaken. In the governorate of Ar-Raqqa, the main ongoing activities are related for example to WaSH, FSL, rehabilitation (infrastructure, schools, water systems), NFI and distributions, : COVID and cholera response.

Additionally, SI has contingency and the ability to respond to emergencies across all NES.

In 2020, the Raqqa base also extended its activities to Tabqa (southeastern part of the governorate) and Kobane (northern NES).

ABOUT THE JOB

Main objective:

  • Supervise the HR team and activities
  • Supervise all stages of recruitment
  • Contribute to the good understanding by all staff of HR policies.
  • Promote and monitor capacity building for all staff
  • Oversee finance team and activities
  • Update financial tools (Allocation Committee and budget monitoring)
  • Participate in budget design for new proposals
  • Provide solutions and advice on budget management

The main challenges:

  • High volume of work due to the number of employees and current budgets
  • Difficult intervention environment with security constraints and particular dynamics
  • Importance of capacity building and challenges in finding high standards accessible

Priorities for the first 2/3 months:

  • Advance the discussion and implementation of the capacity building strategy, allocating the available budget for as many personnel as possible while maintaining high standards to challenge the high skills already present on base;
  • Become quickly familiar with the context, understand the cultural layers to better support staff;
  • Host an “SI day” for the first half of the year and contribute to an overall positive work environment on a regular basis.

Main responsibilities and activities:

HR management of national staff

  • Oversee all recruitment and onboarding processes and onboarding of all new employees
  • Keep up to date with all bills and changes related to labor law, general employment and staff training.
  • Improve the working conditions of staff in close collaboration with the administrative coordinator
  • Collect the information needed to monitor changes in the cost of living.
  • Oversee monthly payroll and verify salary databases and base payroll processing (Balzac XX)
  • Check the update at the basic level of HR-related information via the Homère software
  • Oversee the updating of all HR related documents at mission level and filing at coordination level
  • Monitor adherence to the national HR policy at the mission level
  • Update personnel files and track HR deadlines
  • Consolidate and update the organization chart of the mission
  • Supervise the deadlines of the annual performance reviews, the dates of the contracts…
  • Participate in the development of an annual mission training plan, oversee its implementation and measure its impact
  • Participate in the review of the mission’s HR policy
  • Verify that job descriptions match the standard job matrix and ensure the recruitment process is adhered to
  • Oversee the tax process

Team management

  • Define the needs of the administrative staff of its base, and recruit according to the allocated resources
  • Train, support and evaluate the administrative team at their home base
  • Plan and direct the activities of the administrative team
  • Facilitate administrative team meetings

Cash/accounting:

  • Manage the treasury of its base and ensure the good supply of banks and cash registers
  • Manage transfers and monitor security of funds
  • Preparation of cash flow forecasts with the Supply Manager
  • Oversee the maintenance and security of safes and cash boxes
  • Validate all disbursements and expenditure commitments, in compliance with Solidarités International procedures
  • Oversee the maintenance of accounts at its base, monitor cash balances
  • Monitor the bank books of his base and keep the safe
  • Prepare and supervise the monthly closing, review and integration of the accounting of its base
  • Check the accounting files before sending them to the coordination.

Budgetary / financial monitoring:

  • Update the allocation tables of its database
  • Update and analyze budget monitoring in collaboration with logistics and program teams
  • Make connections between budget consumption and the progress of the activity
  • Propose solutions if necessary
  • Monitor operating costs at home base
  • Oversee compliance with donor administrative procedures
  • Assist the Administrative Coordinator with financial reporting and audits
  • Participate in the development of budgets for new projects

Administrative management of the mission

  • Check and validate all the contracts drafted at the base
  • Assistance in the choice of premises for Solidarités International
  • Ensure the administrative follow-up of places of insurance, claims and contracts

Report/communication:

  • Establish and maintain relationships with local and regional administrative authorities, monitor current regulations
  • Participate in meetings relating to administrative aspects, represent Solidarités International on request and/or on order
  • Supervise the sending of administrative files to the coordination
  • Ensure that the administrative and financial reports are made to the coordination according to the administrative calendar of Solidarités

Specific skills and experience:

  • Minimum 2 years at INGO in a similar role
  • Previous experience with SI is a plus
  • Experience in HR management
  • Experience in a field base is desirable, in a highly valued volatile security environment
  • Excellent communication and writing skills for effective reports in English
  • Strong computer skills essential (Excel)
  • Autonomous, organized, ability to prioritize and work under pressure
  • Ability to organize training and lead meetings
  • Good knowledge of SAGA and HOMERE software is a plus
  • High respect/compliance with safety rules
  • Flexibility and ability to adapt to cultural habits
  • Adaptability to a changing work environment and possible volatile security situation
  • Stress management skills: ability to work under pressure to meet tight deadlines, with possible peaks of heavy workloads
  • Team spirit, ability to create and maintain a positive dynamic and ability to listen and interact with people
  • Problem solving skills
  • Acceptance of being challenged by qualified national staff
  • Fluent English (written, spoken and read) is mandatory

Management

Current composition of the Raqqa administrative team (8 staff): 2 assistants, 2 officers, 4 cleaners/cooks.

IF YOU PROPOSE

A salaried position:
According to experience, from 1980 euros gross per month (1800 basic salary + 10% annual leave allowance paid monthly) and a monthly Per Diem of 700 USD

SI also covers accommodation costs and travel costs between the expatriate’s country of origin and the duty station.

Holidays: During the mission, a system of alternating between work and rest is set up at the rate of 7 working days every three months. For a one-year mission, the expatriate will benefit from a break of 7 working days at 3/6 and 9 months.

To these break periods must be added the granting of 1 additional day of rest per month worked > ie 12 days more for a one-year contract.

Social and medical coverage: Expatriates benefit from a set of insurances that reimburse all health expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and from a provident system including war risks. The essential costs of vaccination and antimalarial treatment are reimbursed.

LIVING CONDITIONS:

The level of security is high in the NES justifying specific arrangements in terms of rules and movement in the intervention areas.

The candidate will be based in Raqqa. She/He will live in the SI guesthouse(s). In Raqqa, living conditions are simple but greatly improved with some opportunities and places for socializing.

APPLICATION PROCESS

Does this description match you? Please send us your CV and cover letter in English. CV-only applications will not be considered.

NB: The vacancy may end before the deadline. thank you for your understanding

For more information on Solidarités International, please consult our website: http://www.solidarites.org/fr/

How to register

https://www.aplitrak.com/?adid=YXNzaXN0LnJlY3J1dC43NTcwMi4zODMwQHNvbGlkYXJpdGVzaW50ZXJuYXRpb25hbC5hcGxpdHJhay5jb20

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