Support Services Manager - Had - Tripoli

Responsibility 1: Ensures the site’ accountancy and cash flow management Objective: Ensure the accountancy is in line with legal obligations and internal procedures and ensure the availability of funds for implementing planned activities Benchmark: quality of accounting deliverables, respect of deadlines for sending accounts and cash flow request to coordination office, quality of period-end closing operations; quality of forecasts and respect for deadlines; quality of management and control of cash-flow   Activities: Manage the monthly, bi-annual and annual accountancy closure process Carry out the necessary accounting controls (validity of vouchers, quality of the accounting transactions, etc.) Carry out the necessary controls of payable and receivable account management Ensure the management of bank accounts, safes and cash boxes and appropriate security system Carry out physical checks of safes and cash-boxes and ensure control rules are being applied Draw up cash-flow forecasts in collaboration with budget holders and ensure its optimal management Ensure the proper archive of all supporting accounting documents (books, cash flow, permanent files...); Be the focal point for all accounting and financial matters; Ensure a proper implementation of the commitment of expenditures procedure;   Responsibility 2: Carry out management of budget and donor funding contracts Objective: Ensure the proper use of donor funds in respect of donor specific guidelines Benchmark: compliance with the organisational procedures defined by the organisation; quality of budget monitoring; quality of the budgets drawn up, Actual knowledge of donor guidelines, proper filing of donor documentation, compliance with donor financial rules and regulation,   Activities: Act as budget holder according to the delegation of the Admin Coordinator Ensure realistic budgeting, proper codification of expenses and good budget steering; Contribute to the drawing of annual budget (IN/R1/R2/R3/pre closing) in the respect of HI budget framework; Identify analytical corrections and proceed to necessary adjustments on Navision; Analyse  budget follow-up on monthly basis and ensure necessary feedback is given to budget managers, area and admin coordinators; Update, follow-up of allocation tables and share it with the coordination; Forecast and analyse the donor budget monitoring; Train budget holders on budget management and assist them with the forecasting of their project needs; Organize meetings with the budget holders and sites financial teams to collect the information needed and draw up the financial section of the projects; Produce projects’ budget monitoring data on a monthly basis, in collaboration with the budget holders and projects managers, share feedback and progress analysis to the Admin Coordinator; Sound the financial alarm when necessary and within the scope of his/her defined responsibilities; Assist with internal and external audit; Ensure a proper filing and archiving of the budgetary and financial documents.     Responsibility 3:Manage partners administrative aspects Objective: Ensure the follow-up of functional management of partnerships Benchmark: Proper and complete compiling of partners’ files, effectiveness and quality of support provided to the project staff dealing with their partners   Activities: Participate to partner assessment, ensure a proper accounting training has been given before the beginning of the collaboration; Validate the financial aspect of partnership agreement (financial instalment and reporting etc.); Ensure the completion, the compiling and archiving all the partnership’s contractual documents; Ensure the partners’ expenditures are eligible (appropriate bills, invoices, order forms, etc...) through regular verifications, possible corrections and adapted training if required; Ensure that cash transfers to partners are properly done and on time, justified by correct documents; Ensure that regular financial reports are written by partners   Responsibility 4: Ensure smooth running of site’ logistics Objective: Ensure the application of logistics procedures in compliance with the legal framework and internal and donor regulations   Activities: Apply logistics procedures (purchase, stock, equipment, and vehicle fleets), in compliance with the legal framework and donor regulations Ensure the updates of monitoring tables and its sharing with the coordination office; Train teams on logistics procedures; Supervise supply chain management (coordinate the drafting of a supply plan per project and supervise the monitoring of Purchase and Service Requests (PMC)) Supervise the management and use of the vehicle fleet (Vehicle Monitoring Chart (VMC)) Supervise stock and equipment management (Equipment Monitoring Charts(EMC); ensure the reliability of the data they contain and the filing and archiving of documents pertaining to them) Supervise the management of general services (expatriate staff accommodation, offices and storage facilities)   Responsibility 5: Ensure the implementation of the site’ HR processes (recruitment, remuneration, social and healthcare coverage, evaluation, training) and compliance with local legal framework Objective: Ensure that HI’s HR processes are understood and applied effectively, fairly and cost efficiently Benchmark: compliance with HR processes, quality of the organisation of processes, quality of support in the management of processes, reactivity and conformity with deadlines   Activities: Implement the recruitment process at high quality of transparency within the site Supervise all the processes concerning HR management and follow up: contracts preparation and amendments, promotions, JD update etc.; Ensure adequate induction is provided for new staff based on relevant HI policies and guidelines Implement the social and medical policy framework Ensure performance appraisal system is completed, monitored and evaluated across the site. Assist managers and staff in understanding and using HI’s appraisal tool. Organize committee meeting for results assessments: pay rises, training, promotion needs, etc. Ensure the respect of the remuneration policy within the committee discussions; Communicate the results to the Coordination for compilation and decision validation; File and archive all appraisal documents and results; Implement and follow up the staff training plan at site;  Share the validated results with the managers and the concerned staff; Ensure a proper, clear and complete archiving of recruitment, appraisal, and training files and documents (paper and digital) Fill and share updated monitoring tables (recruitment, training, appraisals, leaves, contracts, etc.) with the coordination office according to set deadlines   Responsibility 6 : Guarantee national personnel administration at site level Objective: Ensure that staff files are complete and staff information is followed-up Benchmark: Quality of employment contract management, quality of the roll out of pay, quality of management charts monitoring,   Activities: Ensure the application of internal regulations and national personnel employment terms and conditions at site level Ensure proper calculation and remittance of mission’s monthly payrolls Ensure appropriate filing and archiving of staff information at the site: personal data, contractual documents (Job description, signed TCE and IR, IAP, contracts, disciplinary actions, appraisals…) Monitor the tally of paid leaves requests, attendance sheets, and other absences; Control Leaves balance and sign leave request forms; Monitor the monthly HR data base; prepare the salary calculation and share it with the coordination for validation Manage national personnel disciplinary procedures and support managers in these procedures with support of the coordination office Ensure all employees are registered at the NSSF and MoF, communicate their numbers and ensure its entry in the HR Database; Keep the organization chart, and contact list up to date; Facilitate communication with and diffuse updates to employees on all HR issues; Prepare and follow-up on all HR correspondences and reports with the coordination office; Participate in the meetings with the lawyer and the coordination upon needs and requests; Arrange meetings with staff representatives, communicate the minutes to the Area and Admin Coordinator, ensure the follow up on the reported topics and share the results with the staff.   Responsibility 7: Manage support services team Objective: Develop the team’s autonomy and performance Benchmark: direct reports' satisfaction with management; quality of the assessments carried out;   Activities: Supervise and lead the site administrative team, set objectives and assess direct reports Train his/her team Set up communication and coordination mechanisms for his/her team Manage contractual monitoring (leave, end of trial periods, etc.) of the staff he/she line-manages Oversee the team's career development: define training needs and provide guidance on professional development   Responsibility 8: Ensuring the correct management of equipment at office level  Objective: To ensure the office has the means necessary for its smooth running Benchmarks: equipment adapted to the programme's needs, existence of equipment management procedure. Activities: Ensure that Equipment Policy is implemented, understood and respected. Train/support (or supervise the training) users on how to properly use the equipment; Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication etc.). Ensure that the documents related to equipment management are compliant with HI policy Make sure that HI standard storage procedures are followed; ensure the quality procedures and control the stored equipment. Ensuring the physical inventories of equipment are done in the regular basis. Apply equipment management procedures and written certification of each withdrawal of equipment from stock. Ensure the use of and accurate update of the Equipment Monitoring Chart (EMC) and the quality of the data it contains.