Support Service Manager

TDH - Terre des Hommes Iraq

Terre des hommes Foundation Helping children worldwide (Tdh), is the leading Swiss foundation for children s aid, with its headquarters in Lausanne, and registered in Iraq with the No 2178598. Tdh aims to create a positive impact on children's lives in almost 40 countries around the world, through its Health, Access to Justice, Migration and Child Protection transversal programmes.

Tdh started its operations in Iraq in December 2014, responding to needs of children and youth between the age group of 9-22 years, affected by the ISIL -driven crisis of 2014-2017 working across 12 districts within 5 governorates (Anbar, Kirkuk, Ninewa, Baghdad & Salah al-Din), providing emergency assistance in child protection, juvenile justice, education and WASH.

In the long-term, through its Multi-year Country Strategy 2022 2024 and its long term Vision for the Country Programme, Tdh plans to reinforce and expand interventions due to the persistent overwhelming needs of children, youth and families through a NEXUS approach, responding to the protracted humanitarian needs while contributing to achieving durable solutions for the most vulnerable and at-risk population groups in the sectors of Child Protection, Education, WASH and Access to Justice for children, youth and women.

PERFORMANCE MANAGEMENT & PROGRAM INTELLIGENCE

Lead the different sectors in support of the activities, performing proactive monitoring and analysis to facilitate strategic decisions and continuous improvement activities, as:

• Support the development of Key Performance Indicators (KPIs) and action planning to meet targets.
• Understand the key drivers / scenarios that impact performance.
• Analyze the impact of different financing strategies on programs.
• Monitor and perform high level of control and analysis to inform and ensure proactivity in strategic decision-making.
• Respond to informational requests from the country management team, the operational units, the head office, the partners, as well as be the main contact point for information on program support matters.

FINANCIAL MANAGEMENT

• Lead the Financial management of TDH and its partners on the shared projects.
• Lead the annual and periodical financial planning, budgeting, forecasting and reporting processes to ensure efficiency and compliance with all organizational standards of management and accountability.
• Lead the budget management:
• on a monthly basis, review the projects budgets follow-up and forecast with the budget holders; then compile in the FMT, share with CD (and SMT) the analysis of the financial risks, then share it, accompanied with a proposal of corrective measures if needed, with Country Director.
• during the yearly preparation of annual budgets, capacity to support but also challenge financial and operational teams in budgeting exercises, to conduct exhaustive and detailed budget and financial risks analysis and then to propose corrective measures if needed.
• Monitor grants and ensure compliance with all donor reporting requirements, including proposals, budgets and donor reporting liaising with donors and partner organizations.
• Provide strategic financial counsel to the Country Director and Management team, ensuring accurate and timely financial information (accurate and regular financial analysis, cost coverage, variances, key performance indicators/
• Provide direct support to Programme Managers and/or budget holders on all matters of finance specifically budget preparation, monitoring, control and reporting with a view to ensuring good financial standards are met.
• Design and influence adoption by TDH and its partners finance team of tools for management information and reporting purposes.
• Assume a strategic overview of financial management systems across all program/projects, taking note of changing external and internal environment in financial and economic conditions.
• Manage and validate monthly, semestrial and annual accounting closures, giving a special attention to SAGA.
• Monitor the partner s financial practices and reporting, establish a capacity building/ support plan, when needed is responsible to conduct site audit with his/her team.
• Act as delegation signature in financial bank accounts together with the Country Director.Coordinate and validate yearly/ statutory audit, donor audits and act as the focal point person for the auditors.

HR/ADMIN MANAGEMENT

• Supervise the Admin officer who is in charge of the liaison work in Baghdad and HR administration.
• Supervise and ensure that the HR administration tasks and workplan is implemented on a timely manner and without mistake (payroll, leave follow up, social security, archiving, recruitment process when needed).
• Formalize the HR policies in terms of guidelines, procedures, and tools related to the department (i.e internal staff regulation, recruitment, health insurance, disciplinary aspects, training plan and staff follow up).
• S/He shall ensure that Human Resource plan is followed
• Ensure that career management is provided to TDH staff through a regular appraisal, offer of development (trainings, etc.) in line with the resources available and CO and RO strategy.
• In collaboration with the Country Director, s/he ensures the management of TDH issues with government institution such as the social security clearance, 2018 DNGO financial report and Personal Income Tax (PIT).
• S/he will work in network with the other INGO, NNGO and IO HR coordinators to be connected and aware of the changes, decisions and challenges faced by the INGO community.
• Ensure HR assessment/audit of TDH partners, implement a support plan in line with identified area of improvement and conduct audits if needed.
• Ensure that access to field for TDH team, by ensuring that Access letter (NOC), POA, Visa, Activity & service approvals, etc. are all up to date and renewed in a timely manner
• Supervise the logistics
• Supervise through the Log officer, the logistics management of TDH and its partners operational bases and sub-bases.