Iraq: Finance and Operations Support Manager (FOSM)

Contract Type: Fixed term contract of 12 months with possible extension

Reports to: Country Director, Iraq

Working with: The role involves working closely with the following stakeholders

o Country Director, Iraq

o PMs in Iraq

o Programmes Finance Manager (HQ)

o Grants Officer in HQ

o Finance, HR and admin Officers/assistants in War Child Iraq

o Other War Child colleagues and partners

Responsible for: The finance, Admin, HR and logistics (including ICT) support staff at the country office and provide technical supervision to support staff in the different field locations in Iraq.

Location: Erbil, Iraq with frequent travel to field locations

Overview:

War Child works with children who, as a result of conflict, live with a combination of poverty, exclusion and insecurity. These children might include street children, child headed households, children conscripted into armed groups, and children who have been put in prison. Our mission is to support and improve the care and protection of children and young people who live with a combination of insecurity, poverty and exclusion in some of the worse conflict-affected places. We look forward to a world in which the lives of children are no longer torn apart by war. This is a vision that can only be realised through the collective actions of children themselves, communities and their leaders, organisations like War Child, governments and key decision makers.

Purpose of Post:

In response to the current crisis in northern Iraq WCUK is scaling up its operations to meet the protection and education needs of refugee and IDP children. As our programme is growing we are now recruiting a Finance and Operations Support Manager who will be responsible for sound financial management and grants management in Iraq Program. S/he will work with work closely with the heads of programmes and will ensure the implementation of WCUK financial Management policies, practices, and procedures.

The role of the Finance and Operation Support Manager is to ensure the smooth running of the country operations, so as to enable programme staff and other stakeholders to carry out the War Child Programme most effectively and efficiently. In this capacity the FOSM must ensure efficient, transparent and reliable Finance and Operations processes and outputs and generate timely and relevant information to facilitate informed decision making by the management and the Programme team. The most important responsibility is budget management and tracking spending, generating up to date and timely financial monitoring reports and alerting the management in case of major under/ over spending or any shortfalls as well as timely donor reporting. Support the programme team and the management through efficient and effective management of the operations. As member of SMT, actively participate in strategic discussions and advise.

A) Job Specification: Task and responsibilites:

2.1.Financial Management & Administration

o Lead on all financial management and reporting across the Iraq programme, including advising and supporting the CD in maintaining efficient financial control and budget management and tracking, including donor reporting. Monitors and analyses financial risks in line with WCUK’s global financial manual

o Monitor and, as necessary, coordinate compliance activities of all country offices to remain abreast of the status of all compliance requirements and to identify trends

o Identify potential areas of financial compliance vulnerability and risk; develops/implements corrective action plans for resolution of problematic issues, and provides general guidance on how to avoid or deal with similar situations in the future

o Work with the Finance to develop an effective compliance training for programme and support teams

o Preparation of Iraq monthly financial reports and budget variance reports (BVA) and submission to the management

o Preparation of monthly project specific financial monitoring reports and BVA

o Management of the Bank Accounts including deposits, processing in the online banking and withdrawals on behalf of the organization and preparation of bank reconciliations

o Proactively engage in the budget development, implementation and revision as may be required

o Preparation of donor reports and verification for accuracy of documentation

o Support the programme team in preparation of annual and project budgets and reviewing spend against these on a regular basis while also providing sound financial management guidance

o Build capacity of the support staff in the country office and our partners through on-the-job training as well as organized training programmes and workshops

o Supervise staff in the finance, logistics, HR and administration departments

2.2Logistics

o Directly responsible for procurement and management of supplies, vehicles, assets, stock, computers (PCs and laptops), server and communication (as a delegated responsibility of the CD)

o Manage NGO registrations, work permits, visa and insurance issues;

2.3Information & Communication Technology

o Responsible for management and maintenance of IT and communications (laptops, printers, telephone and other means related to Information and Communication Technology)

2.4Human Resource Administration and Policy

o Ensure that the National Staff HRM policies (HRM instruments and systems) are in place and adhered to;

o Ensure proper HR administration and documentation;

o Ensure that HR (administrative) policies and practices are in line with the local legislation and keep the management informed of the updates/ changes in the local labour and other relevant laws;

o Advise the Finance Director, the CD and other managers on organizational development and personnel related issues

Capacity building staff & local partners

o Build capacity of the support staff in the country office through on-the-job training, mentoring, coaching as well as trainings and workshops;

o Indicate training needs and advise managers on possible trainings for the support staff;

o Build capacity of local partners in finance/logistics/HR/admin processes

2.5Management of staff

o Line Manage the finance, admin/HR & logistics (including ICT) and support staff in the Erbil office and provide technical supervision to support staff in the different field locations

o Manage his/her staff by guiding, coaching, instructing, motivating and performance management

2.6Overall

o Advise and support the CD on the above subjects

o Update the relevant support team members at HQ about developments in Finance, HR, Logistics and ICT at country level

B) Person specification – Essential Criteria:

War Child’s office is a lively and fast-paced environment made up of a team of extremely dedicated staff & volunteers. We’re looking for someone who can fit in well and bring their personality, creativity and professionalism to our communications and the wider charity.

Experience and mandatory criteria:

· Bachelor of Commerce (BCOM) degree with a major in Accounting or Finance

· At least 5 years’ experience in Finance, HR, Procurement and Logistics with an International NGO

· Familiar with UN, ECHO and OFDA reporting systems

· Able to work in unpredictable and at times insecure environments, following organisational and wider sector security procedures

· Demonstrated experience managing donor funds and ensuring compliance with donor requirements

· Demonstrated experience of capacity building of staff

· Understanding of risks and related relevant controls primarily in the overall grant cycle including program, financial and procurement cycles

Technical Skills/Expertise:

· Must be able to communicate effectively in English, Arabic a distinct advantage

· Wide experience in the use of computer applications; clear understanding on the usage of financial software systems

· Supervisory skills

Competencies (Soft Skills):

· Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds; high degree of sensitivity toward others

· Personal commitment and drive for results, and adaptability in the workplace;

· Ability to plan ahead and meet deadlines

· Treat information with the confidentiality it deserves

· Willingness to roll sleeves and be hands on to manage and complete tasks

· Understand and recognise the urgency of tasks and deliver on time

· Proactive, able to multi-task and flexible

Desirable Criteria:

· Mature individual with leadership qualities

· Experience in Middle East context

· Good sense of humour

C) Contract Terms

Working Hours: Full time

Probation: 6 months

Start date: ASAP

Salary: £34,650 to £36,225 per annum (basic salary)

Leave: 30 days per annum

Pension: Matching contribution to your private pension up to 5% of gross salary

Other: As defined in standard War Child contract terms

· Download and complete War Child Application Form from www.warchild.org.uk. All completed applications must reach recruitment@warchild.org.uk by end of 12^th June 2016. (Please note that we do not accept individual CVs).

· Due to limited resources War Child HR will contact only the shortlisted candidates

o First round interviews will be held on w/b 20^th June 2016. Candidates will be expected to complete a short written assessment test as part of the interview process.

· Any offer made post interview will be conditional on receipt of 3 favourable written references, (from your most recent employer, any other previous employer and a character reference). War Child reserves the right to call the referees, in case clarification is required post the receipt of complete reference forms.

· The successful applicant will be expected to undergo a DBS Police check and/or international police check, a medical check, be compliant and sign up to War Child’s Child Safeguarding Policy prior to a final offer being made.