SUPPORT SERVICES & COMPLIANCE MANAGER

1. Essential duties

• Services Support supervision (MdM Office and Interventions conducted through partners)
• Internal and external control of the mission process to ensure compliance with MdM HR Finance and Log regulations (MdM Office and Interventions conducted through partners);
• In collaboration with the FieldCo and under technical supervision of the HR, Log, Finance Coordinators conduct assessment of partners, on their existing procedures, tools and processes to ensure this meet minimum standard accordingly with MdM regulations
• Capacity building of partners on MdM procedures tools and processes.
• Regular reporting to the Field Coordinator and Technical Supervisors

1. Responsibilities:

1. SUPERVISION & COORDINATION OF SUPPORT SERVICES

• You ensure the line-management of the 2 MdM Support staff (Diver-Purchaser and Cleaner), supervise their objectives and priorities and support them to deal with critical issues;
• You ensure technical management of the partners support staff (HR, Fin and Logistics) to ensure compliance with signed agreement for the part concerning HR, Fin, Log regulation and with MdM procedures, including correct use of tools,
• You develop capacities of partners support teams ensuring high-quality approaches are established and maintained. Ensure that systems are in place to support effective project compliance and positive audit results, and that staff understands this system and follow it accordingly.
• Understanding the partner’s priorities and requirements and ensuring that advice, support and training materials are available and accessible to their staff.
• You ensure an effective and regular coordination with the Partners Support Departments, leading support coordination meeting and ad hoc meeting on specific thematic;
• You develop and improve support approaches, compliance and systems, supporting the bases to deliver timely and qualitative operations
• You ensure appropriate support is available during all project stages, including planning, budgeting, implementation and monitoring in close collaboration and under the supervision of the Field Coordinator and the technical supervisor
• You oversee support planning to identify major financial, HR and logistics risks and implement mitigation strategies with Support Service Coordinators
• You pro-actively collaborate in the production of mission guidelines, gathering all existing key procedures from all departments, in order to improve the overall knowledge of mission staff in close collaboration and under the supervision of the technical supervisors
• You ensure delivery of regular on-the-job training to Support Services partner’s staff members, in order to strengthen the capacities of the staff.
• You will systematically assist the Field Coordinator in:
  • Finance: revision and amendment of Mission Budget; assessment of partners financial regulations, definition of financial processes, procedures and regulations for partners contract, control and supervision to ensure compliance with agreed standards, regular check and validation of financial reports, status of budget expenditure, budget follow up and budget revisions
  • Finance ; Cash flow management and monthly accountancy
  • Prepare the monthly fund request for the Program and submit it to the Field Coordinator
  • Preparing and archiving all necessary documents for monthly accountancy in accordance with MdM procedures.
  • Keeping the accountancy through the MDM accountancy’s software SAGA
  • Ensure the account closing monthly in accordance with Fieldco and Finance Department in Amman
  • Management of the petty cash holdings, keeping track of receipts and invoices, updating of cash/bank journals and balances, for the preparation of the monthly accounting in accordance with the MdM procedures.
  • Managing advances for the logistic staff and manage allowance for Lebanon expatriates
  • HR: set up revision of partners support services in coherence with operations and strategy, assessment of partners HR regulations, definition of HR processes, procedures and regulations for partners contract, control and supervision to ensure compliance with agreed standards and HR policies
  • HR: Under the supervision of FieldCo and HR Coordinator to participate to recruitment process when relevant for office and partners support services staff members, ensure compliance with MdM HR policies and regulations and correct use of tools
  • Logistics: To ensure Office logistics tasks in compliance with MdM procedures and under the supervision of FieldCo and Logistic Coordinator. To conduct assessment of partners logistics capacity, regulations, processes and procedures. To ensure transparency and compliance to MdM procurement procedures. To check, validate and analyze logistics reports

• Depending on context evolution and MdM mission situation the Field Coordinator may request you to support on specific administrative and legal duties (visas procedures, specific registration processes, legal documentations for supply etc…)

2. INTERNAL & EXTERNAL CONTROL

• You ensure on monthly basis an internal control of the respect of financial, HR and logistics process at project/office level (based on existing internal procedure and check lists);
• You are in charge of the overall document filing (soft and hard copies) of the project, and ensure mission archives are regularly and properly sent to Coordination;
• You are in responsible to coordinate (focal point) at project level the preparation of all audit and evaluations, as well as capitalize all provided recommendations and ensure their implementations;

3. REPORTING

• You participate to the monthly situation report (SITREP) by providing progress related to your position;
• You provide regular reporting to your line manager upon his/her solicitation;
• You provide the Field Coordinator with a mission report and/or handover at the end of your contract;

4. EXTERNAL REPRESENTATION

• Establish and build links with other INGO and actors present in Beirut and the field to better support the partners.
• Represent MDM at meetings and events with donors and other external stakeholders.

Requirements:

• Bachelor Degree is a minimum requirement
• Master Degree in Business Administration or related subject is a plus
• At least 3 years of professional experience in humanitarian context
• At least 1 year of experience as Finance, Logistic, Administrative and/or HR Coordinator
• Previous experience with MdM is an asset
• Experience in Emergency Context is a plus
• Proven managerial experience and leadership
• Excellent organisational skills
• Strong communication and reporting skills
• Listening, diplomacy and empathy skills
• Valid passport, residency is an asset.
• Ability to work quickly, under pressure, and with short deadlines
• Necessity to manage priorities and to adapt them according to the context.
• Flexibility to travel within the region

Personal skills required:

• Fluent in English (spoken and written); Arabic mother tongue. French is an asset.

• Excellent knowledge of Microsoft Package (Word, Excel, Power Point). SAGA is a plus
• Knowledge of DHIS is an asset.
• Flexibility, reactivity, anticipation, adaptability.
• Good organizational skills.
• Good computer and reporting skills.
• Good communication skills.