Support Manager
Norwegian Refugee Council
مجموع سنوات الخبرة :13 years, 8 أشهر
• Member of the Area Management Group, Managing the Area Support Team (+50 team members including Finance, HR & Admin and Logistics).
• Responsible for ensuring quality support to project implementation and support resources allocation on the area level in line with Master Budget and available donor budgets.
• Ensuring compliance with and adherence to NRC policies, guidance and handbooks and donor/auditor requirements.
• Ensuring procurement plans, HR plans and spending plans for each project are in place.
• Responsible for developing regular reports on Area level to the Area Manager and the country office.
• Facilitating Area Support Budget, area level budgets, including support cost.
• Responsible for implementation of new country specific technical SOPs, guidelines and tools in Area (HR, Logistic/ICT and Finance)
• Responsible for technical capacity building of support staff (HR, Logistic/ICT and Finance).Facilitate trainings for programme staff on finance, logistics and HR procedures.
• Advise and support Project Managers in the implementation of support related SOP’s.
• Overseeing implementation of identified risk mitigation measures, including compliance spot checks in line with anti-corruption risk mapping
• Ensuring compliance with data management SOPs.
• Leading the annual structure review for area level support departments.
• Maintaining and updating the financial plan of the north hub based on programs planning and new grants.
• Preparation of internal budgets for new proposals.
• Supervision of the monthly treasury planning and isnuring expenditures are in line with the forecast prepared.
• Ensuring availability of cash at bases and limiting cash flow shortages.
• Analyse, and correct the accountancy according to the HQ and Coordination’s feedbacks
• Ensuring that any expenses are made following the HI procedures.
• Supervise the monthly scanning and archiving of accountancy according to the HI procedures before transferring to Coordination/HQ
• Prepare the Operations follow-up review with Program and Logistics department
• Prepare BFU on monthly basis following monthly accountancy closure
• Responsible for donor/internal reporting and audits.
• Management of the finance team (1 Officer in Amman and 2 Officers remotely)
• Ensuring the comprehensiveness and precision of entries and the correct charging of expenses.
• Supervising the monthly financial closure with close communication with coordination office.
• Providing management and programs with the monthly budget follow up.
• Consolidating and submitting the monthly fund request for Irbid base.
• Finance validation of expenses.
• Focal point for accounting procedures in the base and ensuring that these procedure are respected.
• Keeping clear and regular communication with Amman coordination office.
• Contributing to the preparation of new proposals and grants review.
• In charge of donor reports preparation.
• Contributing to the development of financial tools and guidelines for financial partnership management.
• Conducting trainings to finance & programs teams on financial matters.
Financial Management:
•Information gathering and preparation of the annual budget and mid-year budget revision of the Regional Office.
•Providing budget analysis for management decisions.
•Conducting a monthly budget follow up, and revising the budget whenever needed.
•Submitting the monthly fund request for the Regional Office.
•Contributing to the development of financial tools and guidelines for the Regional Office.
•Supervising the monthly accountancy for the Regional Office and providing feedback and comments to produce compliant and accurate accountancy.
•In charge of the monthly financial closure of the Regional Office, and submitting the final financial package to HQ.
Logistics Management:
•Ensure MdM procurement procedures are respected (correct application of the procurement procedures and proper documentation, purchasing files are complete).
•Ensure that the Regional Office staff movement, accommodation… etc. are properly followed up.
•Supporting the Logistics Officer in the information gathering and preparation of the annual procurement plan and monthly follow up of the Regional Office.
•Supervision of the negotiation and preparation of the contracts and agreements, and regularly review the overview of the contracts at the regional office.
•Validation of evaluation grids for purchases.
•Supervising the monthly reporting for the Regional Office and providing feedback and comments to produce compliant and accurate reports (Fuel consumption, Equipment management, Contracts overview, Procurement plan…etc.).
HR Management:
•Supervise or get involved in the recruitment process of the national staff for the regional office.
•Supervise the renewal of national employment contracts.
•Ensure the application of HR reference documents: Internal regulations, Conditions of Conduct, Medical Policy… etc.
•Ensure or delegate a briefing to the international staff about the administrative rules and constraints in Jordan.
•Supervise the issuance and renewal of visas, residencies, mission orders, ID cards, work permits of all expatriates.
•Ensure the payment of MdM employees on due time and of social contributions of MdM as an employer.
•Review and submit HR database and monthly staff statement to HQ.
Legal and Public Relations Management:
•Focal point with the lawyers of MdM in Jordan, keeping the mission aware of local legislation and practices which are directly applicable to MdM.
•Facilitate the link between MdM and the authorities.
•Keep record and ensure renewal of all PoAs and administrative agreements, licenses, permits and authorizations granted to MdM.
•Monitor and ensure compliance in term of legal taxes and labor law.
•Responsible for the preparation and submission of the annual reports to the Ministry of Health and Ministry of Social Development.
Other duties:
•Management of the Support Team (3 staff directly, 8 in total).
•Training and providing technical support to the Finance Assistant, HR/Administration Officer & Logistics Officer.
•In charge of compliance with the internal rules (financial, administrative, logistics), at the regional office.
•Facilitate the exchange of information and ensure smooth communication process with the administrative and logistics departments of both Syria and Jordan missions based in Amman.
•Report any security issues to the Head of Unit or to the Regional Security Adviser.
•Participate in coordination and operations meetings.
•Supervise the archiving of the Regional Office and keep confidentonal documents.