Position: Deputy Hub Team Leader / Support Services (SS) - Syrian Crisis
Reports to: Hub Team Leader
Duration: 9 Months, until the end of Sep 2020 (Renewable depending on funding)
Relief International is a leading nonprofit organization working in 18 countries to relieve poverty, ensure the well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises, and chronic poverty.
Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.
Relief International includes the four corporate members of the RI Alliance: RI-US, RI-UK, MRCA/France, and RI-Europe. Under our alliance agreement, we operate as a single, shared management structure.
About the context and RI’s role:
The conflict in Syria is in its seventh year and has resulted in substantial human suffering, loss of lives, widespread devastation of infrastructure and large-scale displacement. The prolonged crisis has resulted in increased population vulnerabilities and poverty. The 2018 Humanitarian Needs Overview (HNO) identified 13.1 million people in need, of whom 5.6 million are in acute need, 6.7 million are women and 5.3 million are children. The lack of access to basic services and continued conflict has created severe humanitarian needs. Because of the crisis, the work of the Relief International (RI) and other international and national organizations has been predominantly focused on emergency response and lifesaving actions. RI’s response in Syria is coordinated through three hubs (Turkey, Jordan, and Lebanon) and five sectors (Health, Wash, Livelihoods, Child Protection and Agriculture). RI’s response had continued inside Syria for the past five years through cross border interventions and through a hub-based approach. In 2018, RI has initiated a process of consolidating Syria response under a singly Senior Management Team based out of Amman with project implementation teams based in three to four hubs depending on the needs.
Reporting to the Hub Team Leader (HTL), the Deputy Hub Team Lead/Support Services (DHT) will support overseeing the implementation, coordination and administration of all aspects related to ongoing program activities and leading support services functions including but not limited to operations, finance, Human resources, monitoring and evaluations and program management aspects of RI programming within Syria to ensure quality delivery of services. The DHT under the direct supervision of HTL supervision and having dotted lines with WoS Ops, Finance and HR leads based in Amman will ensure support services departments are being managed effectively inside Syria and providing necessary support to hub-based managers and at same time ensuring the high quality of program delivery supervising day to day support services functions to ensure that RI is fully compliant with donors and internal policies.. The DHL will act is HL in absence of hub leader and ensure providing full support to all the program functions in addition to support services.
Essential Position Responsibilities and Duties:
- In Coordination with the HTL, contributes to the Syria mission strategic planning process by advising on any changes in the context, new program development needs, and ideas for program growth inside Syria to ensure support services functions are embedded within programming to ensure high service delivery.
- Facilitate and manage the implementation of program guidelines and RI and donors’ standards, policies and procedures.
- Identify and report potential risks and possible threats associated with program activities due to inefficient support services functions and communicate with the HTL and other support services leads based in WoS office for defining the appropriate course of action for mitigating and addressing the risks.
- In Coordination with the HTL, facilitates rapid response and assessments, with written reports, analysis, and recommendations to initiate an emergency response.
- Lead the support services functions strategies when comes to HR, Finance, operations, M&E and program management when required.
- Ensure support services policies are in place and fully compliant with donor and RI guidelines and help to achieve program objectives.
Programs Operation Support (25%)
- Ensure adherence to RI policies, procedures, guidelines, systems and standard practices in each function of Operations.
- Supervise support services team, define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly.
- Take a strategic approach to supply management utilizing sound practices to ensure accountable, timely, and cost-effective delivery of appropriate supplies to the program.
- Ensure international and national transportation of freight by land and air is in line with program budgets and needs; ensuring the most cost-effective and reliable means of transport is used for the timely delivery of supplies to projects.
- Ensure management of vehicle fleets and generators is in line with RI standards; ensure appropriate allocation and safe use of vehicles throughout the program, ensure servicing and maintenance schedules are adhered to and ensure accountability with particular reference to fuel consumption.
- Assess warehouse systems and ensure that stock management and administration systems are implemented throughout the program. Monitor projects stock levels and advises on appropriate stocking and replenishment to meet project demands.
- Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews.
- Contribute to Hub team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
- With support from HTL and in coordination with other relevant departments, review current practices, SOPs, guideline, identify the gaps and provide continues development plan.
- In coordination with the HTL ensure hub staff are compliant with relevant HR policies including punctuality, productivity and principles of a professional work environment within the program team
Capacity building (20%)
- Provide capacity building to program, health technical unit and Monitoring and Evaluation managers when required on support services related functions. Focus on key capacity-building areas such as management, leadership, work plan development, project cycle management, etc.
Conduct regular performance appraisals and annual performance reviews of program health technical units and M&E managers.
Human Resources: (15%)
- Supervise the human resource management team inside Syria and will coordinate with WoS HR lead in ensuring policies are up to date and aligned with RI practices.
- Ensure maintaining a recruitment tracker, addressing gaps in existing practices, and develop staff capacity to perform tasks effectively and efficiently.
- Ensuring processing of payroll on time for all types of incentives and direct staff.
Budget and Financial Management (25%)
- Under HTL supervision, ensure program implementation and budget use follows grant requirements per relevant donors. Report any deviations from spending projection/plans to HTL and WoS finance lead.
- Ensure project burn rates and spending is on track per need of donors and SMT, also ensure the projections and actual are aligned with program needs.
- Develop and maintain quarterly operations and annual mission master budget to assess the programing needs and alert to HTL and WoS finance office in case spending is not on track and requires management attention.
- Review monthly BVAs and donor financial reports before it goes to the WoS Finance manager.
- Draft new proposals budgets and when needed budget realignment for active grants before it goes to WoS finance manager for review and donor submission.
- Ensure finance books are monthly closed by the 7th of each month. Ensure the availability of funds on all the programming locations.
Coordination and Partnership (5%)
- Support HTL in-country representation of RI to donors, INGO forum for Syria cross border operations and other relevant hub-based coordination when needed.
- Conduct stakeholder mapping to identify local NGO/partners for potential coordination.
Qualifications and Requirements:
- This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast-paced environment. Creativity, flexibility, strong work ethic and a sense of humor are highly valued. Exceptional individuals are encouraged to apply;
- A degree in a business administration, project management and should have past experiences managing support services function in humanitarian contexts.
- Minimum of 5-7 years professional program implementation experience in conflict settings; and overseeing the support services functions including need-based program management and helping in developing support services documents at time of proposal development;
- Minimum 3 years of experience as support services lead in international humanitarian context.
- Solid background of managing multimillion donor budgets and full understanding of compliance and donor regulations of OFDA/USAID, ECHO and UN Rules and Regulations;
- Excellent interpersonal, communication, public speaking, and strategic planning skills required;
- Fluency in English (spoken and written) required; Arabic, Kurdish and Turkish language skills will be added advantage;
- Ability and willingness to travel to Syria management office in Jordan and inside Syria (if and when security permits).
- Demonstrated ability to manage multiple priorities, deadlines, tasks efficiently;
- Excellent time management skills and resourcefulness with strong attention to detail.
We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:
- Transparency and Accountability
- Agility and Innovation