Head of Operations North Iraq (f/m/d)

NGO Jobs / UN Jobs Vacancy



Country: Iraq
Organization: arche noVa
Closing date: 7 Feb 2021

arche noVa e.V. - Initiative for People in Need is an independent non-profit and non-governmental organisation (NGO) from Dresden/Germany working primarily in the field of humanitarian aid, rehabilitation and development. Our main focus on water, sanitation and hygiene (WASH).

arche noVa is implementing projects for IDPs in North Iraq/Kurdistan (Diyala and Kirkuk province) since September 2013. For supporting the implementation of the arche noVa relief measures in the fields of WASH and livelihood in northern Iraq we are looking for a

Head of Operations North Iraq (f/m/d)

The responsibilities of the Head of Operations include overseeing the operational departments, teams, tasks and responsibilities related to Finance, Logistics, Procurement, HR, Admin and the communication between these departments, as well as supporting the Head of Mission, as part of the Senior Management Team, in other tasks including strategic development, program coordination and representation. The HoO is based in Erbil, Iraq, with regular visits to projects sites in Sulaymaniyah, Kirkuk and Diyala governorates.

Start: March/April 2021

Responsibilities:

General

  • Managing the operations team (HR, Admin, Finance, Procurement & Logistics)
  • Ensuring that the operational team supports the implementation of the mission’s strategy to reach its targets and goals in a timely manner and at the quality level required, and that procedures and regulations are implemented in full transparency and in accordance with internal and donor rules
  • Developing, ensuring and improving the standardization and efficiency of operational processes and procedures implemented within the organization related to operations department where needed
  • Ensuring effective communication between the programme and operations departments
  • Ensuring the timely reporting of all operations departments’ activities to donors and HQ
  • Support and follow-up contractual engagements (rental, vehicles MoUs, registration) in coordination with the Head of Mission
  • Build the capacity of the operations and support teams
  • Supporting the Head of Mission when required

Admin

  • Ensuring that key support policies from HQ are implemented, adjusted and updated as required and appropriate to the context, as well as ensuring that staff is aware of and adhering to the global AN policies and procedures
  • Developing support policies and procedures for the country context where necessary and not available from HQ
  • Ensuring that the organization is compliant with regard to legislation in Iraq and regulations stipulated by the HQ in Germany as well as donors, where applicable
  • Establishing and maintaining an efficient information management systems
  • Managing the guesthouse and office requirements of the organization
  • Liaising with external stakeholders when required, such as auditors, tax offices, donors, etc.

Finance

  • Overseeing and providing guidance and support with regard to the managing and day to day running of the Finance department
  • In coordination with the Finance Coordinator, overseeing the mission’s economy including identification of gaps, financial and procedural risks, and provision of appropriate solutions
  • Ensuring compliance with HQ financial guidelines & procedures as well as with donor requirements
  • Oversee and ensure compliance of interim and final financial reporting to donors
  • Maintaining the operational budgets of the organization and preparing the final overall budgets for new project fundraising proposals
  • Overseeing the budgets of support departments, improving needs planning and coordination, and contributing to planning needs for new projects with regard to support departments
  • Providing technical support and guidance to the Finance team to ensure effective operations of and coordination between budgeting, programme spending, and accounting
  • Ensure the Finance department is compliant with the tax requirements (deduction and deposit of tax; submitting of tax return or files to tax authorities), as well as with the local social security requirements (deductions and making own contributions, deposit and filing)
  • Overseeing the coordination with government authorities for submission of annual accounts
  • Overseeing the coordination and liaising with local, external, donor and statutory auditors at HQ

HR

  • Overseeing the operations of the HR department
  • Ensuring the implementation of relevant national and international staff policies, transparent standardized recruitment processes, staff development, complaint mechanisms, managing leave, allowances and employee evaluations
  • Ensuring that the organization is compliant with regard to Iraq Labour Law and employment regulations
  • Liaison with lawyers and security actors with regards to Expat visas, residency and other related issues

Procurement & Logistics

  • Overseeing the operations of the Procurement & Logistics department
  • Ensuring all the relevant policies are in place, including procurement policies and procedures
  • Ensuring that contracting is standardized and maintained to be compliant with Iraq legislation as well as HQ and donor requirements
  • Ensuring effective operations and coordination between the office management, fleet management, procurement, stock and asset management

Requirements:

  • A relevant College or University degree and / or a relevant special vocational training showing a strong thematic background in finance, logistics and procurement or HR or other related studies
  • Minimum of 7 years demonstrated experience in either accounting, financial management, logistics and/or HR in the field of humanitarian aid/development cooperation with more than 5 years in a leading position
  • Demonstrated experience of at least 2 years in non-specialized field (Finance, HR, Logisitcs and procurement, Admin) related to the position in humanitarian aid/development cooperation
  • Demonstrated experience and ability to effectively lead and develop an intercultural team, including remote management
  • Proactive mentality, demonstrated experience and willingness to improve and innovate processes and procedures in related fields
  • Experience in budgeting and monitoring of projects
  • Experience in capacity building of national teams
  • Knowledge of a variety of donors (like BMZ, UN OCHA Pooled Based Fund, ECHO)
  • Fluency in English (written and oral)
  • Strong sense of accountability and cultural sensitivity
  • Willingness to travel to high security locations
  • Flexibility, ability to work under stress and capacity to meet tight deadlines

Nice to have:

  • Language knowledge in German, Arabic and/or Kurdish
  • Awareness of the Iraqi humanitarian, development, security and political context
  • Working experience in the MENA region
  • Experience in implementing Complaint & Feedback Mechanisms
  • Knowledge on cross-cutting issues (such as gender, inclusion and climate change) and best practices of the above mentioned sectors
  • Experiences in authoring policies, procedures and/ or proposal

Duration: until 04/2022 with possibility for extension and a 6 months probationary period

We offer:

  • Competitive salary according to internal salary scale
  • International health and hazard insurance
  • Accommodation in the AN guesthouse
  • 2.5 days leave per month (30 days per year)
  • Additional allowance to support R&R outside of the country every 3 months

How to apply:

Deadline for application: 07.02.2021

Please send CV, references and cover letter in one pdf document to Ms Susann Richter: bewerbung@arche-nova.org. Please describe your motivation working for arche noVa and as Head of Operation Iraq.

Subject: HoO Iraq



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