JOB Vacancy Announcement #: 7609
Job Title: Head of Office – Amuda
Application deadline: 26/10/2022 at 5 pm
Duty Station: Amuda
Job Requirements:
Qualifications & Preferred Skills:
– Bachelor Degree in Social Sciences, International Relations, Humanitarian Project Management, International Development or similar fields required.
– At least 2-year professional work experience in a high/key management position (e.g., Operations Manager, Head of Department, Field Coordinator, etc.)
– Previous experience as Head of Office is an asset
– Experience in working with NGOs in emergency response/humanitarian environment, previous experience with INGOs in an asset
– Strong communication and problem-solving skills, capacity to work in multicultural contexts
– Proven experience in leading teams and deal with HR-related issues
– Ability to work under pressure and attention to detail
– Multitasking and strong time management skills
– Responsiveness, proactiveness and flexibility
– Conflict management skills and positive attitude
– English, Arabic and Kurdish proficiency required
Job Description:
General Context:
Un Ponte Per (UPP) is an Italian NGO established in 1991. It started its activities as “Un ponte per Baghdad”, in the aftermath of the first Gulf war, with the aim of organizing solidarity initiatives in support of the Iraqi civilian population. In subsequent years, UPP missions expanded to include Serbia and other Middle Eastern and Mediterranean countries. The NGO aims at preventing armed conflicts, protecting human rights and supporting local civil society, especially in the Middle East, by promoting the nexus between its humanitarian, peacebuilding and development programs.
Since 2015, UPP has been one of the leading INGOs in the North East Syria (NES) response. Thanks to its close partnership with the Kurdish Red Crescent (KRC), UPP has been able to develop a comprehensive system of health services delivered in 26 facilities, including mobile units, hospitals, primary health care centers, and rural health posts. These function as the backbone of the basic health care system in the region, including an ambulances network managed by a centralized operational desk for emergency management and COVID-19 response.
Since 2017 UPP is also active in the Protection sector in NES, providing capacity building for local actors on Gender Based Violence (GBV) prevention and response, Child Protection (CP), Psycho-social Support (PSS) and protection mainstreaming in health programs. UPP developed a strong partnership with the Houses of Women, identified as key community stakeholders in GBV response, with the local youth organization DOZ and the Women Protection Department of Arab National Association, setting up a wider outreach network with a particular focus on awareness and campaigning against early and forced marriage. UPP also co-chairs the NES PSEA Network.
Since 2019 the UPP NES Mission built an Early-Recovery sector component focusing on capacity-building for Local Authorities and civil society, supporting municipalities in NES to establish links with corresponding public bodies in Europe. The intervention pivots on peer-to-peer trainings on waste management (with a strong focus on medical waste disposal), water infrastructure, urban planning and civil defense. 2021 UPP has launched the WaSH and Livelihood sectors under the largest consortium in Syria.
The team is mostly based in North East Syria (NES) with frequent visits to the project locations and is supported by an office based in Dohuk (Kurdistan Region of Iraq – KRI).
For further information please refer to our website: www.unponteper.it/en/
Job description:
The Head of Office (HoO) is supporting the UPP mission in North East Syria (NES) by ensuring proper management of UPP bases (currently in Amuda and Raqqa) and related premises (including guesthouses), in coordination with the relevant departments, with special regard to the organization of office activities (e.g., working hours, staff meetings, etc.), the monitoring of staff attendance, the application of relevant policies (including security SOPs), the development and implementation of operational processes and procedures, the liaison with the local authorities and stakeholders.
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The HoO might also be required to respond to day-to-day emergencies and ensure support across all the departments in case of handovers, leaves or gaps in specific positions.
The duty station is Amuda, with possible travels to other UPP bases in NES and KRI.
The HoO reports to UPP Head of Mission (HoM) in NES.
General Responsibilities:
The Head of Office will be responsible for facilitating the efficient functioning of UPP office in Amuda and in Raqqa via a range of administrative and managerial tasks, in coordination with all the relevant departments and under the supervision of the Head of Mission. In Raqqa, the HoO will closely coordinate with the Raqqa base Focal Point, to ensure the efficient functioning of the base (Office+GH).
The HoO will also ensure that the duty of care is upheld and applied to all the staff, and the work environment is up to standards, while monitoring the implementation of all the relevant office-related policies and procedures and managing complaints according to UPP Staff Handbook and relevant Policies.
Tasks and duties:
Internal and inter-departmental coordination:
– Organize regular staff meetings with the objective to increase overall inter-departmental coordination, and identify gaps and cross-cutting issues to address with an office approach;
– Develop SoPs, guidelines, handbooks, workflows, etc., for both national and expat staff to promote and facilitate intra-department coordination, in conjunction with the HoM and relevant Head of Departments and management at HQ level;
– Ensure coordination and communication with other UPP HoO’s, when required, particularly with the HoO in Dohuk for cross-border movements of international staff and related accommodations;
– Review, monitor and update the welcome pack for international staff on a trimonthly basis in collaboration with Dohuk HoO.
Human Resources:
– Collaborate, support and review on HR pertaining tasks for national staff, in coordination with the HoM, the HR Manager, and the Country Admin, in compliance with UPP Staff Handbook (engage and/or monitor recruitments, inductions, performance appraisal process, staff leaves plan unless HR takes over, and planning contract termination, incident reports, internal investigations as part of commissions in case of failure of upholding UPP’s CoC, Policies and Procedures; etc);
– Support the HoM and the HR Department, in planning and supervising the recruitment of relevant profiles for required vacancies in coordination with relevant senior management teams, and participate in recruitment commissions when required and appropriate;
– Oversee the operational capacity and requirements of the Translators Department and ensuring relevant and experienced profiles are recruited addressing the technical needs of UPP, in coordination with the Translators Coordinator and the HoM;
– Coordinate with the HoM and Security Department to prepare the public holidays calendar in NES on an annual basis, and send reminders to all the staff in due time;
– Coordinate and support HR for developing and updating organigrams as well as reviewing and adapting relevant ToRs, if required;
– Support HoM, CA and HR to adapt staffing structure to needs, funding, reviewing coordination and bases.
– Liaise with the HQ and the relevant departments and PMs to ensure that the newly hired staff have their email address activated and are provided with the necessary equipment (i.e., laptop, badge); likewise, ensure with the HQ that the email accounts of the departing staff are deleted and that their equipment is returned to the Log Department, in coordination with the HR department;
Administrative and operational support:
– Ensure proper working & living conditions for all staff in each premise, at all times, by maintaining an efficient general services approach
– Ascertain, determine, and initiate the procurement of goods and services (e.g., stationery, furniture, maintenance, etc.) in response to office and guesthouse needs, in coordination with the Country Admin (CA) and the Logistics Manager, and in compliance with UPP & donor’s procurement guidelines;
– Coordinate with HoM and SFP for operational requirements and development of Amuda and Raqqa bases, as well as for the set-up of new bases across NES if needed, such as search for new premises, relocations, with the support of the Logistics Manager and CA;
– Support the Admin Department in preparing forecasts and cost estimations whenever required, in coordination with the Logistics Manager(e.g., before relocations);
– Support and advice the Admin Department and Logistic Manager in reviewing contracts and agreements, when required;
– Support the HoM, SFP and CA in specific requirements with landlords such as asset management, property maintenance, grievances and payments (with admin);
Management:
– Establish, monitor and review the accommodation planner in Amuda to ensure adequate space is available for all staff at all times, with the support of Log Department; in Raqqa, supervise the Raqqa base Focal Point in the management of the accommodation planner.
– Support the HoM and the Security Department by providing and monitoring the use of necessary tools in ensuring that safety and security standards are applied in Amuda and Raqqa bases, to regularly check the following essentials (that should be done at least monthly), in coordination with the Log Department when applicable:
o fire equipment in all UPP premises,
o hibernation kits in all UPP guesthouse,
o operational internet in all UPP premises,
o operational phones and sims for international staff,
o fully functional generators and power sources in all UPP premises.
– Support the HoM and the Security department in identifying short-time accommodations for missions from HQ or external visitors, when needed.
– In conjunction and collaboration with the HoM, ensure and uphold that the duty of care, minimum living, working conditions and standards are met;
– Ensure that policies, procedures and safety rules are applied and that they are adequately displayed for quick reference;
– Develop (and contribute to develop) new SOPs, handouts, etc., as per the emerging needs, with the scope of facilitating and smoothing office and inter-departmental processes;
– Organize staff shifts and rotations, when needed, and monitor office and meeting attendance;
– Define and establish telecommunication modality for expat staff ensuring all staff have the correct phone and sims in coordination with Log Department and Security Focal Point (SFP);
Security, Safety and external relations
– Liaise with HoM and Security department on security and contextual developments and execute tasks and functions as required by the relevant SOPs (e.g., in case of evacuation);
– Remain updated on all cross-border developments;
– Be available to attend general announcement meetings with authorities, if required, and ensure that appropriate communication is shared to advise the HoM and Security department accordingly;
– Lead and disseminate the indemnity forms related to guests in UPP premises and vehicles;
– Ensure that all security&safety SOPs pertaining to the office and guest houses are applied and followed by the staff and that offices and and GHs are equipped with all the relevant kits and materials (e.g., fire extinguishers, first aid kits, etc.).”
Advertiser: UPP
Other Information’s:
Working hours: Full time
NGO name: UPP (Un Ponte Per)
Duty station: Amuda (travelling and overnight stays at other UPP’s bases or cross boarder locations might be required)
Experience: minimum 2 years in a key management position (e.g., Operations Manager, Head of Department, Field Coordinator, etc.), previous experience as Head of Office is an asset.
Language required: English (fluent), Arabic (fluent), Kurdish (fluent)
Gender: Female and Male
Education: Bachelor Degree in Social Sciences, International Relations, Humanitarian Project Management, International Development or similar fields
Contract duration: No less than 6 months, with possibility of extension (probation period included)
Positions required: 1
Salary range: 1.700 USD according to the experience, plus allowances
How to Apply:
Interested candidates are kindly requested to send:
1) CV (maximum 3 pages) including at least 2 contacts as references
2) Motivation letter stating which qualifications required and desirable you have.
3) Specifying “Head of Office – Amuda” in the email subject, to vacancy.syria@unponteper.it .
Please note that only shortlisted candidates will be contacted for interview.
– Kindly do not send multiple application for other UPP vacancies: UPP NES HR Department will be responsible of redirecting your CV under the proper position
How to Apply:
Please send your CV to the following email/Link:
Please consider to mention the advert ID (Above) and the job title in the email subject.
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