Senior office manager - raqqa

About Acted“We go the last mile. Founded in Afghanistan, against the backdrop of a forgotten crisis, Acted’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. Millions of vulnerable people around the world need humanitarian assistance today, and hundreds of millions will need it tomorrow, in the face of the growing threat of climate change. We believe that our assistance must be conceptualized and delivered within the framework of people’s natural environments, and the territories on which they depend. Therefore, Acted pursues a triple mandate as a humanitarian, environmental and development aid actor, contributing to the relief, stabilization, and recovery of crisis-affected people in fragile areas. This vision is guided by the motto “Think Local – Act Global” - reflecting the need to rely on a deep understanding of local territories and contexts to develop and implement actions based on local knowledge, structures and capacities. This local thinking contributes to a global response - running through all Acted programming and operations - as we work together towards the building of a 3ZERO world: a world with Zero Exclusion, Zero Carbon, and Zero Poverty”.Greening strategy:Acted’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often most affected by the deepening environmental crisis. Each Acted employee will adhere to these principles through key green programming responsibilities:• Contribute towards the adherence and development of the greening strategy plan.• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes.Acted PSEAH Policy:(Sr. OM) has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The (Sr. OM) has an obligation to complete all mandatory training related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organizational policies or codes of conduct according to ACTED’s procedures. The (Sr. OM) carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.Job PurposeThe Senior Office Manager is responsible for the support team in his respective areas under the management of the Deputy Area Coordinator based in Hasake. S/He is ensuring the good management of the base by enforcing the coordination between the support team and the operation team, while liaising with the area coordination. As such he takes part in the implementation of ACTED’s strategy in the relevant sub-area and ensures that ACTED programs are being implemented in a compliant manner.Chain of CommandUnder the authority of:1. Deputy Area CoordinatorLine Management:1. Sub - Area Finance Officer(s) 2. Sub - Area Logistics Officer(s)Sub - Area HR/Administration Assistant(s)WORKING RELATIONSInternal:a) Head of Departments at Area levelb) Program Manager(s)c) Peer Sub-Area Managersd) Country Security Managere) Sub Area Compliance Assistantf) Area CoordinatorExternal:a) Camps Management,b) Logistics Cluster,c) Local authoritiesd) Other NGOsObjectives:1. Manage the support team in their area with technical support from their counterparts in Hasakeh and Capital offices to anticipate and mitigate risks, ensuring operations in the sub-area are compliant with ACTED finance, logistics, administration/HR, transparency and security procedures 2. Ensure Area Coordination based in Hasakeh is kept abreast of any coordination challenges at base level, authorities’ engagement and teams needs and challenges 3. Facilitate the creation of an enabling and productive working environment through internal communication and coordination with all the necessary departments in order to ensure timely and quality implementation of projects in the relevant sub-area 4. Responsible for the administrative follow-up and overview of the baseDuties and Responsibilities1. Coordination 1. External CoordinationIn coordination with the local authorities:* Assist the Area Coordination in analyzing operational environment and managing risk through primary and secondary information, * Assist the country Security Manager in stakeholder communication, representing ACTED in official meetings with local authorities and relevant humanitarian coordination meetings at the sub-area level * Support the operation team in ensuring a smooth dissemination of ACTED’s strategies, objectives and vision among targeted beneficiaries, host community and local authorities. 1. Internal Coordination * Coordinate interdepartmental communication and information sharing for a positive working environment to ensure a smooth implementation of ACTED different activities * Chair ACTED’s coordination meetings at sub-area level (PAM, MAR, FLAT meeting, etc.) and ensure that outcomes are shared and consolidated within the Area reporting to the capital. When relevant, can include the concerned HoDs from the area. * Is responsible for ensuring that risk mitigation measures taken in line with ACTED procedures and policies are implemented and known by all parties in his area, specifically within the support department. * Support relevant staff to help identify, resolve operational issues and to continually improve the quality of support for programs and operation team under the supervision of the area coordination. * Plan and ensure sufficient office and accommodation space and fleet capacity and ensure facilities are properly supplied and equipment.1. Personnel and base management* Is responsible for the administrative management of the subbase staff administrative including leaves request and follow up, attendance sheet, follow up of contract renewal etc. in coordination of the relevant manager or counterpart at Area Level. * Is responsible for the administrative follow up of the premises and other related tasks (running costs management, equipment management etc).1. Support to project implementation and follow-up* Support Project Managers in project implementation through trouble shooting and eliminating blocking points in coordination and lead of the Area Coordinator. * Ensure that the crosscutting issues between support and program are identified, reported and addressed properly in coordination with the Area Coordinator and Deputy Area Coordinator. This will be done as per weekly activity plan provided by the program team to clarify the operational needed from the support team. * In coordination with Area Coordinator support in monitoring output achievement and ensure that all challenges are communicated to Area Coordinator and resolved on time to their PMs/AC.1. Support team management 1. Finance Management* Under the supervision of the DAC, and in liaison with the area Finance HoD, s/he is responsible of the expenditures at sub-area so that they are compliant with ACTED internal processes and donor’s requirements. Make sure that all proper documentation exists and is properly archived for transfer when required. * Support the Deputy Area Coordinator with budget management including forecasting, identifying key financial gaps for all support lines when possible (HR and Running costs). This will be led by the DAC who extracts the dedicated line for the Sr. OM to have an overview of their coverage. * Follow up and ensure that all payments in his/her respective area are made as per the cash request plan and program needs planning. * Inform the Area Coordinator and Deputy Area Coordinator with any blocking points on a weekly basis. * Follow up the communication and liaison between the finance team in the area and MTAs in coordination with the Capital.1. Logistics* Under the supervision of the DAC, and in liaison with the area Log HOD in capital, the Sr. OM is responsible for coordination with the logistics team procurement, fleet and facilities management in his sub area and adherence to ACTED procedures. * Ensure quality supply management at sub-area level. * Ensure proper asset management and stock management at area level and enforce asset investment policy. * Ensure sufficient and reliable means of communication at area level. * Ensure the provision of timely and reliable procurement, warehousing (including assets) and transport services in full compliance with ACTED policies and procedures in Syria. * Coordinate in collaboration with his team with Syria Log teams on cross-border shipments, related activities and other collaborative tasks and projects. * Work with the Area Logistic HOD and the Deputy Area Coordinator to identify issues with systems and tools, capacity constraints, training needs, etc. and lead efforts to make improvements as needed.1. Administration and HR Management* Under the supervision of the DAC, and in liaison with the area Administration and HR HOD capital office, the Sr. OM will be responsible for all HR and administration related mater under his/her sub – area. * Ensure that ACTED’s code of conduct is respected in the relevant area. * Inspire ACTED’s staff and create a positive working environment characterized with a high level of discipline. * In cooperation with the Deputy Area Coordinator and HR team Hasakeh, oversee a transparent and timely recruitment of national staff as per ACTED internal process and regulations. * In cooperation with the Deputy Area Coordinator and HR team in Hasakeh, ensure a regular performance appraisal and career management for staff at sub-area level. * Oversee and ensure implementation of HR policies and procedures. * Ensure that all staff have regular refreshment sessions with ACTED policies.1. Support to Transparency and Compliance department* Ensure that staff are aware and understand the mechanism of ACTED’s transparency and whistle blowing policy. * Ensure a smooth liaison between the area level and the compliance assistant in term of work plan and implementation of the different recommendations as heads of support department. * In coordination with the AC Support the compliance team in the base in following the flow of documentation and reviewing the transfer plan of original documents to area office.1. Security Management* Communicate security incidents to the Area Coordinator and Security department in a timely manner, take instructions into account and react accordingly. * Ensure all staff respect and adhere to all ACTED safety and security policies and protocols in relevant areas. * Ensure that ACTED’s offices and houses conform to recommended security, health and safety standards * Ensure the staff submits movement plans and a security briefing is provided on the security condition of the area(s) intended for a visit prior to any field visit.Key Performance Indicators* Bi-weekly report to DAC of internal coordination meetings in his sub area (PAM, FLAT meeting), including sub are priority, blocking and action points. * Number of Site visits to implementation areas reported to DAC/AC * % of coordination meetings with external actors. * level of community acceptance to ACTED presence in the area based on number and type of complaints. * FLAT folders are complete and archived bi-weekly. * Regular and Timely submission of Sub-Area TITANIC reports (logistics, HR and Finance). * % of investigations outcome related to ACTED FALTs procedures are decreased and well followed. * Level of staff satisfaction in the area. * Number of inductions sessions and CoC training given to the new joiners.Qualifications :* University degree * Minimum 2 years’ experience in a managerial role * Minimum of 5 years’ experience with INGOs * Fluent English and Arabic (written and spoken). * Advanced level in MS Office (Excel, Word, Outlook) * Able to travel and settle in Raqqa.HOW TO APPLYhttps://forms.office.com/e/CLVkYQvJjw