Support Services Coordinator – Cairo 313 views0 applications

Position Start Date : Beginning of September 2019

Duration : 11 months, to be confirmed if funding available

Location : Cairo – Egypt

Terre des hommes does not set closing dates for this position; recruitment is on-going until the position is filled

Tdh :

Terre des hommes (Tdh) is the leading Swiss organisation for children’s aid. Since 1960, Tdh has helped build a better future for deprived children and their communities, making an impact with innovative and sustainable solutions. Active in more than 45 countries, Tdh works with local and international partners to develop and implement field projects which improve the daily lives of over 3 million children and their relatives, in the domains of health, protection and emergency relief. This engagement is financed by individual and institutional support, with administrative costs kept to a minimum.

Context :

Since 1983 Tdh Egypt works in close collaboration with recognized local partners and thanks to the funding of several international donors (among them UNICEF, UNHCR, ECHO, SDC). From northern Delta region to southern Upper Egypt region, from refugee communities to vulnerable host communities, Tdh provides support to children, youth, family/caregiver and communities while working on capacities development of key local – formal and informal – actors.

Over the decades, Tdh – one of the Child Protection leading agency in Egypt – has developed specific expertise in Migration, Access to Justice (A2J) and Child Labor (CL) – this latter mainly in link with Eradication of Violence Against Children (EVAC) – via projects implemented through direct implementation – centers and mobile units – and local partners.

The coordination office is located in Cairo and there is 4 project/field’ offices (1 Damietta, 1 Assiut, 2 in Cairo) in addition of several others implementing venues (Centers, Schools, Playgrounds, Local Communities Organizations including the one of the current 4 local partners PSTIC, StARS, FEDA, and Elkarma.

The Support Services Coordinator (SSC) is a new position who will be member of the Coordination management team (CMT) reporting directly to the Country Representative (CR). The SSC is in charge to ensure effective, high quality and compliant support services delivery within Tdh delegation in Egypt, through supervision, guidance and strengthening of 3 support services Departments already existing, namely HR Department; Admin-Finance Department and Logistic Department.

Responsibilities :

Management:

• Provide direct daily supervision, guidance and support to 4 Support Services Managers (HR, Admin/Finance, Logistic);
• Develop and define with subordinate their yearly key professional objectives (KPO);
• Based on Action Plans and KPOs, conduct – a minima – a yearly appraisal, and had oc ones when necessary, of all her/his subordinates; Pass on the evaluations and recommendations to the Country Representative of Delegation;
• Ensures the daily coaching of any collaborator under her/his responsibility, from the recruiting to the final collaboration reports. Furthermore, organize punctual trainings to develop and strengthen the technical knowledge and skills, mainly of Tdh staff and, where appropriate, of partners;

Coordination:

Internal Coordination

• Ensure a close, regular and effective collaboration between the 3 Support Services Departments, aiming to develop and strengthening a common, coherent and exhaustive approach to support services within the delegation;
• In collaboration with Program Coordinator, ensure and facilitate a regular and smooth coordination with Operational team, aiming to guarantee a Support Services Vision focusing on operational objectives and imperatives;
• Under the lead of the Country Representative and in collaboration with other Coordinators, participates as an active member in regular internal coordination meetings (Eisenhower Weekly Meeting, Country Management Team (CMT) Monthly Meeting and any other had oc meeting requested by the CR), in which s/he presents detailed review of current achievements, challenges faced, and options considered for Support Services Departments;

External Coordination

• In agreement with the Country Representative, ensures, her/himself or in determining the most appropriate person, a regular attendance of Tdh in relevant Coordination meetings at National and Local level following by a proper dataflow/information restitution within the Support Services Departments, and with other Departments where appropriate, is done;
• When required and where appropriate, under the supervision of the Country Representative, s/he represents the organization locally to partners, donors, (I)NGOs, International Organizations and local authorities, and reports interview findings to the Country Representative;

Quality :

• Ensure that Support Services Vision and Approach within the delegation fall into the framework of the Country Strategic Plan 2019-2021; Moreover, ensure that they contribute to the achievement’ objectives of the Country Strategy Plan;
• Ensure follow-up of a proper implementation of yearly Action Plans – which set the key objectives and their prioritization – of each Support Services Departments, as well as conduct a quarterly review of each Action Plan with the manager concerned;
• Drive and contribute to innovation in her/his field of expertise with a view to making all possible improvements, including potential review of Country Strategy’ parts related to Support Services.
• Ensure a full understanding, appropriation and use of key processes and tools in each Support Services departments; With a special attention to HOMER within HR department, Purchasing Cycle and Procurement Plan within Logistic department, Monthly tracking budget thanks to Budget Follow-up and Forecast tools within Finance-Admin department;
• Especially in term of budget management: 1. on a monthly basis, review the whole projects’ budgets follow-up and forecast received from Finance Managers (FAM); check them in collaboration with the Program Coordinator; then compile in one global delegation’ budget and analyze the financial risks before to share it, as well as proposal of corrective measures if needed, with Country Representative; 2. during the yearly preparation of annual budgets, capacity to support but also challenge financial and operational teams in budgeting exercises, to conduct exhaustive and detailed budget and financial risks analysis and then to propose corrective measures if needed.
• In collaboration with other Coordinators, especially Program Coordinator, contribute to donors’ narrative and reports – interim and final – documents on the parts related to Support Services;

Compliance :

• Ensure that Egypt delegation’ logistics, administrative, financial and HR practices and tools follow 1. national laws, 2. donor regulations and 3. Tdh institutional policies and manuals;
• With consideration of the specific context of Tdh Egypt, make recommendations and advise on Tdh policies, manuals and SOPs currently in place when appropriate; quarterly basis, cycle of spot checks and internal audit/self-evaluation process to ensure compliance and propose action plans accordingly;
• Take the lead on a. the upstream preparation, b. the work with auditors, c. the reply to the potential management letter in order to get a positive audit opinion;
• Ensure the best implementation of Tdh Risk Management Policies such anti-Fraud/Corruption Policy, Whistle Blowing Policy, Cash Policy amongst others.
• Responsible for implementing and updating the National Security Plan – frequency of updating depend on level of security (June 2019: level 2 = each 6 months) – in which the overall security management system at national level is established, the roles and responsibilities between headquarters, the organization and the field are defined, and the implementation processes are designed according to the different security levels of each offices;
• In coordination with Field Representative/Head of Base, ensure development, implementation and regular update – again based on level of security – of a Security Plan for each base, that defines their roles and responsibilities within the larger security management context, which provides a risk analysis specific to each area of intervention; the security rules in effect at a site, the evacuation plan, the SOP’s, etc.;
• Conduct and keep updated Context and Risk Analysis, as well Security Diagnostic based on reliable networks and sources in collaboration with the Country Representative;
• Lead the safety and security assessment processes in identifying new operational areas, in coordination with the Program and the Q&A Coordinators;
• Ensure that Tdh delegation is represented in all security working groups and develop networks with the main stakeholders related to security in the community, local and national authorities, security state bodies and other NGOs, that enable access to flash news / updates and any key trends;

Profile :

• Education: University degree in relevant field
• Language: Excellent oral and writing skills in English, Arabic an asset
• Experiences and aptitudes: At least 3 years of experience on a coordination position covering 2 fields of expertise among Admin/Finance, HR, logistics and compliance
• Previous experiences in the MENA region, especially Egypt, would be a distinct advantage
• Budget management: preparation with team, capacity to support but also to challenge, budget and financial risks analysis, budget follow up and analysis, able to propose corrective measures, etc.
• Experience in dealing with a diversity of institutional donors (budget designing, financial reporting, audit), knowledge of the main donors ‘rules
• Good knowledge of accounting principles
• Very good command of Excel
• Good command of HOMER and SAGA is an asset

Salary :

Expatriate contract under Swiss labour code 3’400 CHF (~2’950 €) < > 4’750 CHF (~4’100 €) net /month according to experience x 13 times, Vacancy: 25 days annual leaves local accommodation and transportation, Health insurance, accident and medical repatriation insurance, return flight.

Tdh Global Code of Conduct and Risk Management Policies :

• Fully complies with Tdh’s Global Code of Conduct and systematically reports any breach to the Code through the whistleblowing procedure: raises awareness within the Foundation on abuse and violence and the rights deriving therefrom, respecting the rights and dignity of children, members of the communities and our own Staff
• Commits to respecting Risk Management Policies including: Safeguarding Policies (Child Safeguarding Policy, Policy on the Protection against Sexual Exploitation and the Directive on Staff Misconduct at the Workplace), Safety and Security Policy and Anti-Fraud/Corruption and Prevention of the Financing of Criminal Activities Policies
• Commits to reducing the risk of abuse and harm by developing a culture of open and informed leadership within the organization and in our work with children and the communities in which we intervene in.

We offer an exciting and varied work, useful and meaningful, in a team that wants to make a difference for vulnerable children.

Are you interested? Do you want to face this challenge?

Procedure :

Please applying directly online: http://www.jobs.net/j/JHPoUnyT?idpartenaire=20007

Application files sent through our official website will be processed only if complete (CV + cover letter). Additional documents (diplomas, work certificates, etc.) will be requested at a later stage.

We will be in touch with the shortlisted candidates only in the selection process – with the large number of applications received, we unfortunately cannot provide personal follow-up to the larger candidate pool. Thanks for your understanding.

For any questions you can consult the FAQ below the job advertisements.

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