Support Services Coordinator

Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

Handicap International is changing his name and becomes « Humanity & Inclusion ». HI, Humanity & Inclusion is an independent and impartial aid and development organization with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

For further information about the association: www.hi.org

OBJECTIVE OF THE POSITION:

Under the supervision of the Head of Mission, the Support services coordinator's mission is to ensure the Lebanon mission's Financial, Logistical, Administrative and Human Resources management. S/he guarantees compliance with the country's legal framework and Middle East Regional Program (Merep) rules, while ensuring that the specificities of the mission are taken into account.

REPONSIBILITIES:

Responsibility 1: Takes part in the drafting and implementation of the Country / regional Programme Framework (CPF) on Financial, Administrative, HR and Logistic aspects.

Aim: To help achieve the organisation’s strategic objectives.

Benchmarks: Quality of the information handled; pertinence of the way the information is handled; Pertinence of the first level of analysis.

Activities:

• Analyze the outcomes of the previous period and define new directions in collaboration with the Support Services team.
• Propose a first level of analysis of strategic information, and formulate recommendations. 
• Keep watch on developments on the mission (context, financial, etc.).
• Ensure the implementation of the projects in the CPF.

Responsibility 2: Manages and coordinates the mission's Support Services team.

Aim: To develop the team’s autonomy and performance.

Benchmarks: Direct reports' satisfaction with management; quality of the assessments carried out; compliance with HI’s HR procedures and policies, staff turnover, quality and consistency of decision-making.

Activities:

• Supervise and lead the mission's Support Services team, set objectives and assess direct reports.
• Manage direct reports' contracts of staff under his/her direct line management (leave, end of trial period, etc.); if the need arises, co-validate disciplinary procedures with the Head of Mission (HoM).
• Oversee the team's career development: define training needs and provide guidance on professional development.

 Responsibility 3: Oversees the mission’s Financial resources.

Aim: To ensure sound, on-going financial management in line with internal and donors procedures

Benchmarks: Effectiveness and efficiency of the implementation of the mission's financial strategy; efficient use of the organisation's resources, respect of financial deadlines; quality of financial security indicators.

Activities:

In collaboration with Finance Manager at mission level and Finance Coordinator at regional program level;

• Structure the funding schedule in accordance with the organization’s financial strategy.
• With the finance manager, draw up the mission's annual budget and revisions.
• Oversee respect of Merep and donor deadlines for financial reports. Validate financial reports for donors.
• Adapt and ensure the implementation of expenditure commitment procedures.
• Assist and advise direct reports in analysing the mission's financial environment (specific donor-related issues).
• Monitor progress on the projects and ensure it corresponds to the mission's financial and budget monitoring (reporting and alert role).
• Introduce steering by indicators.
• Ensure coordination with the project teams for the drawing up and monitoring of the budget and for compliance with expenditure commitment procedure and institutional donor requirements.
• Ensure that each budget holder has received adequate training for managing their budget and codifying expenditure correctly.
• Ensure internal control procedures for the accounts, cash-flow and finances.
• Ensure control of partners' financial management.
• Participate in fundraising by assisting the HoM and Ops coordinator with the writing of new projects especially for budget part.

Responsibility 4: Oversees the implementation of HR processes and defines pay, social and training policies.

Aim: Equitable treatment of staff and efficient HR management in support of the mission.

Benchmarks: Effectiveness and efficiency of the implementation of the programme's HR strategy; compliance with the legal and organisational frameworks defined by the organisation, quality of the proposed HR policies and processes; employee satisfaction (social climate).

Activities:

In collaboration with HR Manager at mission level and HR Coordinator at regional program level;

• Define pay, social and training policies.
• Ensure the introduction of the corresponding HR processes (those defined by Merep and those specific to the mission).
• Define recruitment, evaluation and career development processes.
• Ensure the administrative management of mission staff.
• Ensure the professional relation and dialogue with the staff representatives.
• Ensure the management of expatriate staff.
• Be proactive in staff conflict resolution.

Responsibility 5: Oversee the mission's Logistics management (general services, procurement, equipment, vehicle fleet and stocks) in compliance with internal and donor procedures.

Aim: Ongoing and optimal logistical management for the smooth-running of mission activities.

Benchmarks: Effectiveness and efficiency of the implementation of the programme's HR strategy; compliance with the legal and organisational frameworks defined by the organisation, quality of the proposed HR policies and processes; employee satisfaction (social climate).

Activities:

In collaboration with Log Manager at mission level and Log Coordinator at regional program level;

• Ensure the introduction of logistical procedures for general services, procurement, equipment, vehicle fleet and stocks, and carry out internal control of their implementation.
• Ensure the implementation of Adapted Procurement procedures.
• Ensure controls are carried out on partners' logistics processes.
• Ensure the mission’s equipment, vehicles and premises are correctly insured.

Responsibility 6: Guarantees compliance with the mission's administrative and legal framework

Aim: To secure HI's presence from a legal standpoint.

Benchmarks: Compliance with Lebanese legal requirements; compliance with the framework defined by the organisation.

Activities:

• Guarantee the correct archiving of the organization’s documents.
• Ensure compliance with legal requirements (HR, log, administrative, financial, etc.), calling on local expertise if required (Lawyers, employment inspectors, etc.).
• Keep watch on NGO groups; take part in the activity of networks on legal and HR aspects.
• Ensure the monitoring of partnership contracts and their compliance with internal rules and donor obligation

THE SUCCESSFUL CANDIDATE will have:

• English and Arabic are manadatory, French is a plus.
• Strong interpersonal and communication skills.
• Autonomus in using Operating system, word, power point, Navision, outlook.
• Advance skills in using excel.
• Special ease at collaborative work, participatory approach.

• Excellent team worker; ability to create dynamic and very positive working relations including at distance, with high level of mutual confidence and solidarity.
• Solution oriented and Strategic thinking.
• Positive and constructive personality, very composed and with a high level of professional maturity.
• Work under pressure and has the ability to prioritize.
• Ability to travel in the country and in the region.

EDUCATION AND EXPERIENCE:

• Master in Business management, Human resources management, Audit or any other related field.
• Legal knowledge of civil and commercial law, of labor law and tax Legislation.
• A minimum of 5 years of experience in managerial position.
• Excellent knowledge of financial reporting and budget monitoring.

PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct.  In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

Initial contract will be for a period of 1 year (will be renewable on an open-ended contract) and the position is based in Beirut with frequent travel inside Lebanon.

Humanity & Inclusion is an equal opportunity employer

and particularly welcomes applications from persons with disabilities

Basic salary range for the position : From 2.600 USD to 3.000 USD based on experience

Closing date: 24/10/2018

Only shortlisted candidates will be contacted.

Application should include CV and motivation letter. Incomplete motivation letters and applications received after the deadline will be disregarded.

Interested candidates send their CV to recruitment@lebanon.hi.org with the subject: Support Services Coordinator.