Generic responsibilities

1. Line management of support staff at the field office level and administrative oversight of all core competency departments.

2. Manage day-to-day HR and Admin, finance, logistics and security tasks of the field office;

3. Act as the primary point of contact and facilitate communication between Organization management and Organization staff in the area of responsibility, local authorities, members of the local community, beneficiaries, and all other stakeholders.

4. Ensure adherence to Organization policies, handbooks, procedures and SOPs/guidelines;

5. Ensure adherence to Security and Risk Management policy and procedures as well as overall programme and operational risk management policy and procedures;

6. Coordinate and assist with budgets and costs for the field office’s shared costs and support functions;

7. Provide support in the training and development of staff;

8. Provide support to project implementation at field office level;

9. Coordinate representation meetings with the camp administration, partners and authorities;

10. Promote the rights of IDPs/returnees in line with the advocacy strategy.

Specific responsibilities 

1. Operational Management

• Ensure effective and efficient management of the organisation's field offices in Al-Hasakah and Ar-Raqqa governorates.

• Support field-based staff in implementing the organisation’s projects in close coordination with the Northeast Syria Area Management Team (AMT) and Core Competency (CC) Project Managers (PM) based in the area office.

• Provide timely updates to the Area Manager regarding the operational context, emerging needs, and local trends.

• Identify and report potential conflicts of interest, fraud, protection concerns, or any adverse effects of the organisation’s assistance to the Area Manager.

• Maintain and oversee the functionality of field offices, sub-office facilities, and organisational assets.

• Assist the Area Manager with administrative supervision of the field's HR, Logistics, Health, Safety and Security (HSS), and Finance, ensuring alignment with technical reporting lines between field and area office support units.

• Monitor and manage the organisation’s field office supplies and operational requirements.

• Ensure effective onboarding and briefing for new staff and debriefing for departing staff.

2. Health, Safety and Security (HSS)

• Collaborate with the HSS Coordinator to support field office health, safety, and security teams in collecting, analysing, and sharing information to ensure the safety of staff and project participants.

• Implement and regularly update security guidelines and risk assessments for all project locations.

3. Coordination and Representation

• Represent the organisation in relevant coordination meetings and fora, adhering to the delegation limits set by the Area Management Team (AMT) and Country Office.

• Serve as the organisation's main point of contact with local authorities, communities, governing entities, and external stakeholders, as delegated by the AMT.

• Foster strong working relationships with local authority counterparts through senior-level representation.

• Implement communication plans in line with the organisation’s standards to ensure stakeholders are informed about its activities and to promote community acceptance.

• Prepare and submit weekly, monthly, flash, and ad hoc reports as requested by the Area Manager.

4. Support to Programme Implementation

• Coordinate with the Area Programme Manager and Project Managers in the area office to ensure sustainable and meaningful access to the activity sites, activity monitoring, and periodic reviews for interventions.

• Support area-level project activities and responses as contextual needs and management directives require.

5. Logistics and Finance

• Ensure that the organisation's financial and logistical systems and procedures are implemented, maintained, and adhered to for efficient support function operations.

• Oversee fleet management and movement coordination (MOVCON), ensuring optimal resource utilisation in collaboration with the AMT.

• Maintain regular communication between area and field offices support functions to ensure smooth operations.

6. Human Resource and Administration Management

• Optimise using human, logistical, and financial resources to enhance operational efficiency.

• Provide overall supervision of support units and assist area office-based department heads with staff appraisals, ensuring alignment with the organisation’s standards and procedures.

• Plan staffing needs and liaise with the HR department in the area office for recruitment and onboarding processes.

• Oversee and maintain office supplies, furniture, stationery, and other operational necessities for field offices and camp-based centres.

Critical interfaces

By interfaces, Organization means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

Scale and scope of position

Competencies are important for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories: 

1. Professional competencies 

These are skills, knowledge and experience that are important for effective performance. 

Generic professional competencies for this position:

• Experience from working in support functions in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities 

• Fluency in English and Arabic, both written and verbal

Context-related skills, knowledge, and experience 

• Bachelor’s degree, preferably in business administration, management, economics, development, or a similar field.
• Minimum of 3 years of relevant experience in humanitarian work coordination, support or management.
• Experience in coordination and representation, including with local authorities, I/NGOs, and communities.
• Strong communication skills, with a capacity to directly influence and negotiate with various stakeholders.
• Strong leadership skills and a supportive management style;
• Experience in a flexible approach to managing and prioritising a high and diverse workload.
• Advanced Proficiency in Microsoft Office Suite.

• A good level of Kurdish language, both reading and verbal, is preferable

   

2. Behavioral competencies

These are personal qualities that influence how successful people are in their job. Organization’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environments
• Planning and delivering results
• Working with people
• Analysing
• Communicating with impact and respect

• Coping with change

Organization line managers must have the following Leadership profile: 

• Build meaningful relations
• Empower people
• Act with integrity
• Deliver results 

1. Performance Management

The employee will be accountable for the responsibilities and the competencies in accordance with the Organization Performance Management Manual. The following documents will be used for performance reviews: 

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The Organization Competency Framework