Head of Systems and Operations

Starting date: August 2018

Contract duration: 18 months with the possibility of extension

Country Programme: Syria

Base: TBC – Erbil, Iraq / Gaziantep, Turkey (if situation allows) with travels within the region

Line Manager: Country Director

About the role:

PIN has been working in Northern Syria since 2012, providing emergency relief and early recovery support to conflict-affected communities. Programmes for conflict-affected communities in Syria focus mainly on Emergency Food Assistance, WASH, and Education, in addition to Early Recovery activities. PIN’s contribution to the Syria humanitarian response is amongst the largest, with an annual turnover of over $30 million, engaging over 350 full time staff members across Northern Syria and cross-border response hubs in neighbouring countries.

With guidance and supervision from the Country Director, the Head of Systems and Operations will be responsible for providing technical support and guidance to support departments of PIN’s Syria response (HR, finance and logistics). S/he will ensure that procedures and processes, in line with PIN’s and donor guidelines, are in place and unified across all offices of PIN’s Syria mission. The selected candidate will form part of PIN’s Senior Management Team, and will work jointly with the Country Director, Head of Programmes, Field Coordinators (for NWS and NES respectively) and the managers of support departments (HR, finance and logistics) in contributing towards development, and roll out of strategies and procedures, compliant with PIN’s and donor rules, to improve programme quality, oversight and impact in Northern Syria.

Duties and responsibilities:

• Ensure that Systems & Operations support the implementation of the Country Strategy and that procedures and regulations are implemented in full transparency and in accordance with donor and PIN rules;
• In coordination with Finance Managers oversee the mission’s economy including identification of gaps, financial and procedural risks, and provision of appropriate solutions;
• Ensure standardization of processes/procedures related to operations of finance, HR and logistics departments across all offices;
• In coordination with the Field Coordinators oversee the operations of the HR department across all offices and ensure implementation of relevant national and international staff policies and their implementation by the HR Manager/Officers, including provision of training for new staff, managing leaves, allowances and evaluations;
• Provide technical support and guidance to Logistics Managers to ensure effective operations of and coordination between the NWS and NES logistics teams in all sectors, including office management, fleet management, procurement, stock and assets management across all offices;
• Oversee the budgets of support departments, improve needs planning and coordination, and contribute to planning needs for new projects with regard to support departments;
• Provide technical support and guidance to Finance Managers to ensure effective operations of and coordination between the NWS and NES finance teams in all sectors, including budgeting, drawing, and accounting of PIN Syria;
• Ensure effective communication between support (finance, HR, log) and programme departments;
• Ensure that key support policies are continuously updated as required and appropriate to the context;
• Liaise with other INGOs and other relevant stakeholders for effective coordination and implementation of logistics, HR and administration;
• Responsible for ensuring compliance with local legislation, rules and regulations in terms of visas, tax, and labour law.