Head of Support Services

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization that delivers impartial medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries.

MSF has been working continuously in Lebanon since 2008. Today our operational teams work all over the country delivering quality, free of charge medical care to those who need it.

MSF Lebanon Branch office is part of the MSF international movement. Our team is composed of 20 full time employees based in Beirut and Cairo working together in the areas of international field recruitment, communications and medical operational support.

From Lebanon and Egypt, we work regionally and contribute globally to MSF’s medical humanitarian response.

The Head of Support Services, (Finance, IT and Facility Management) is an exciting new polyvalent position that has overall strategic responsibility including leadership and management of all support services including Finance, IT and facility management. The function ensures professional administrative support, delivery of systems and processes to MSF Lebanon Branch Office as well as financial stability and credibility and appropriate overall planning, follow-up and learning.

The Head of Support Services is a member of the MSF Lebanon Branch Office coordination team (CT) with the responsibility to contribute to the overall accountability of MSF Lebanon Branch Office, following both Lebanese and Egyptian legislations and regulations and to ensure that MSF Lebanon Branch Office is compliance with MSF overall guidelines and frames. Being part of the CT, also includes the responsibility to support the Executive Director in the overall delivery on strategies and plans; in the strategic development of MSF Lebanon as a Branch Office.

RESPONSIBILITIES

Finance

• Driving the development of annual plan and budget (within the annual Lebanon/Cairo plan and budget) in collaboration with the branch’s departments and the CT
• Ensuring and monitoring financial stability, credibility and transparency
• Representing MSF Lebanon through participation in the relevant internal MSF Finance coordination platforms
• Collaborating closely with the finance department in Brussels and finance teams in the other sections in Lebanon and Egypt
• Managing Finance and accountings systems and policies ensuring accurate and complete recording of the financial transactions, monthly and annual closing processes, as well as budget update and reforecast
• Ensuring MSF Lebanon is compliant with all documented control procedures, local taxes & other regulatory payments and relevant auditing standards
• Providing advice on local decision making and the effective and efficient management  of resources
• Maintaining an ongoing monitoring of expenditure against budget including reporting of variance analyses to Executive Director, Brussels headquarters, and MSF International
• Providing timely reporting of the Financial information

Facility Management

• In charge of procurement of the branch office requests, with liaising with the supply team and external suppliers and service providers
• Building a constructive collaboration with internal MSF entities and external stakeholders, playing a key intersectional support role
• Supervising support and logistics requests of staff, expats, and hosted positions, responding to the comments and concerns of the team
• Following up on issues linked to MSF accommodation/Guest Houses in collaboration with MSF One team and MSF Logistic departments
• Following up on all issues linked to the proper functioning and set up of the office and staff needs for an ordered and organized work environment with its entire different component (Supplies, cleanliness, maintenance, security etc.)
• Coordinating efficiently administrative and practical issues within the office and liaising with all relevant internal and external stakeholders
• Assisting in the assessment of risk management and drafting of security plans

IT

• Maintaining effective delivery of IT systems and IT support, in close cooperation with MSF IT focal points
• Following up on IT security and leading on Data protection matters on the branch level with coordination with key members
• Supervising and monitoring the IT inventory and requests
• Addressing IT threats to the team and supporting them in reporting hackings
• Monitoring with coordinators the list of software listed under the Branch Office according to each of the departments

REQUIREMENTS

Experience:

• Mandatory mininum 5 years of experience in senior management preferably including Finance.
• Mandatory minimum 2 years’ experience in similar positions in charges of following tasks : Planning, follow-up and learning processes, managing cost budgets, leading administrative/support functions, using common IT tools
• Knowledge of project management is a strong asset.
• MSF experience or INGO is a plus.

Competencies:

• Fluent in Arabic and English, written and spoken, French is a plus
• High flexibility and stress tolerance
• Strategic Vision
• Leadership
• People Management and Development
• Service Orientation
• Teamwork and Cooperation