Support Services Coordinator (Head of Operations)

Position Title: Support Services Coordinator (Head of Operations)

Activation Date: 23 February, 2025 Announced Date: 23 February, 2025 Expire Date: 08 March, 2025

• Job Location: Kabul
• Nationality: National
• Category: Finance Human Resources Management Purchasing-Procurement
• Employment Type: Full Time
• Salary: 2600 USD (all benefits included)
• Vacancy Number: Tdh-021-2025
• No. Of Jobs: 1
• City: Kabul
• Organization: Terre des hommes (Tdh) Foundation
• Years of Experience: 15 years’ experience in support functions in INGOs, including at least 5 years in senior management positions covering 2 fields of expertise among the 3 support functions: Finance, HR, logistics and compliance
• Contract Duration: 1 year (extendable)
• Gender: Male/Female
• Education: Master University degree in relevant field
• Close date: 2025-03-08
  
  

About Terre Des Hommes (Tdh) Foundation

Terre des hommes Lausanne (Tdh) is a Swiss child welfare foundation, providing assistance and protection to vulnerable population worldwide. Tdh has been working in Afghanistan since 1995 and carry out projects related to Child Protection, Mother and Child Health and Livelihood Programs in Kabul, Herat & Nangarhar provinces.

Job Description

Job Summary:

• Under the supervision of the Head of Delegation Deputy to Operations, he/she ensures the roll-out of the delegation strategy in her/his field of expertise at the national level, and as such he/she is the guarantor of the national impact of Terre des Hommes in her/his field of expertise
• She/he will provide strategic overview and management of Finance, Logistics and Human Resources as well as General Administration; leading on business process reengineering initiatives that will ensure appropriate integration with user departments.
• She/he will ensure effective, high quality and compliant support services delivery for the successful implementation of projects and in close coordination with Programme Coordinator and the Grants & Reporting Manager.
• She/he will reinforce value for money criteria in close cooperation with Programme Coordinator.
• She/he contributes to securing the required resources (financial and human) in the delegation with the Head of Delegation, Programme Coordinator and the Grants & Reporting Manager.
• She/he ensures that teams and partners have learned the security policies and the general code of conduct and comply with them at all times
  
  

More Specifically He/she Has The Following Responsibilities

MANAGEMENT

• Provide direct daily supervision, guidance, and support to 3 Support Services Managers (HR, Finance & Logistic);
• Develop and define with subordinate their yearly key professional objectives (KPO) and key performance indicator (KPIs);
• Based on Action Plans, KPOs and KPIs, conduct an annual appraisal, and ad hoc ones, when necessary, of all her/his subordinates; pass on the evaluations and recommendations to the Head 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;
• Fully integrate and respect the values, policies, and processes of Tdh in her/his management practices;
• Encourage effective teamwork, especially on issues related to cross-sectorial collaboration;
  
  

COORDINATION

Internal Coordination

• Ensure a close, regular, and effective collaboration between the 3 Support Services Departments, aiming to develop and strengthen a common, coherent, and exhaustive approach to support services within the delegation;
• In collaboration with the Program Coordinator, Regional Coordinator and the Safety & Security Manager, ensure and facilitate smooth field operations, including ensuring implementing partners adhere to Tdh operational objectives and imperatives;
• Ensure the correct flow of information between Support Services Departments as well as to the other departments in the delegation;
• Under the lead of the Head of Delegation and in collaboration with Program Coordinator, the Grants & Reporting Manager, Regional Coordinator and the Safety & Security Manager, participates as an active member in regular internal coordination meetings (Coordination Meetings, Senior Management Team (SMT) Monthly Meetings, FMT monthly meetings and any other ad hoc meeting requested by the HOD), in which s/he presents detailed review of current achievements, challenges faced, and options considered for Support Services Departments;
• In cooperation with the technical advisors at MENA and HQ, seek information actively on latest advances in her/his field of activities.
  
  

External Coordination

• In agreement with the Head of Delegation, ensures, her/himself or in determining the most appropriate person, a regular attendance of Tdh in relevant Coordination meetings at National and Local levels;
• When required and where appropriate, under the supervision of the Head of Delegation, s/he represents the organization locally to partners, donors, (I)NGOs, International Organizations and local authorities, and reports interview findings to the Head of Delegation;
• Under the lead of the Grants & Reporting Manager, and in coordination with other Coordinators and for each project or phase of project, participate actively to kick off meetings, project reviews and closure workshops.
  
  

QUALITY

• Ensure that Support Services Vision and Approach within the delegation fall into the framework of the Country 2024 Roadmap and Strategic Plan 2025-2028; 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 high level of Support Services technical’ quality through strong and reliable services’ departments, facilitating smooth, efficient, and timely projects’ implementation;
• Overseeing the planning and implementation of support services through the management and supervision of the associated resources in HR, Logistic and Finance Departments;
• Ensure smooth functioning of each support departments and provide improvements when appropriate;
• Ensure a full understanding, appropriation and use of key processes and tools in each Support Services departments; with a special attention to HOMERE within HR department, purchasing cycle and procurement plan within logistics department, Monthly tracking budget thanks to Budget Follow-up and Forecast tools including FMT within Finance department;
• Especially in term of budget management:
• on a monthly basis, review the whole projects’ budgets follow-up and forecast received from Finance Manager (FM); check them in collaboration with the Program Coordinator; then compile in the FMT tool and analyze the financial risks before to share it, as well as proposal of corrective measures if needed, with the Grants & Reporting Manager to ensure compliance with the donor’s requirements to be presented to the Head of Delegation for a decision;
• 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 the Program Coordinator and the Grants & Reporting Manager, contribute to developing proposals and donor reporting – interim and final –on the parts related to Support Services;
• Ensure with the Grants & Reporting manager adherence to donors’ compliance requirements related to the support services.
  
  

COMPLIANCE

• Ensure that Afghanistan delegation’ logistics, 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 Afghanistan, make recommendations and advise on Tdh policies, manuals and SOPs currently in place when appropriate;
• Ensure timely roll-out and implementation of new or updated Tdh procedures and policies at national level;
• Conduct, at least on a quarterly basis, cycle of spot checks and internal audit/self-evaluation process to ensure compliance and propose action plans accordingly;
• Develop and keep updated a yearly agenda of the already known external audits;
• 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;
• Promote and encourage a culture of compliance and ethics throughout Tdh Afghanistan. As applicable to the position, maintains a clear understanding of Tdh’ and donor compliance and ethics standards and adheres to those standards. Communicates these values to staff and to partners and requires them to adhere to these values;
• Contribute to developing and implementing a due diligence process for selecting implementing partners and develop a plan for enhancing the capacity of the partners if needed to comply with Tdh procedures and service quality related to support services.
• Ensure the best implementation of Tdh Risk Management Policies such anti-Fraud/Corruption Policy, Whistle Blowing Policy, Cash Policy amongst others.
  
  

Job Requirements

Knowledge and skills:

• 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.
• Procurement, Asset/stock management, fleet, and premises management.
• Human resources management (recruitment, L&D, personnel management, payroll, country legal framework, taxes and legal deductions, staff professional development)
• 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
• Excellent command of Excel
• Good command of HOMERE and SAGA
  
  

Qualifications

Education: Master University degree in relevant field

Experience

15 years’ experience in support functions in INGOs, including at least 5 years in senior management positions covering 2 fields of expertise among the 3 support functions: Finance, HR, logistics and compliance

Languages

Excellent oral and writing skills in English and National Languages mainly Dari and Pashto.

IT Know-how

Excellent command of Excel

Good command of HOMERE and SAGA

Submission Guideline

To apply, please click on the below link:

https://jobs.af/jobs/support-services-coordinator-head-of-operations-0YdJdXzbn/apply

Submission Email

https://jobs.af/jobs/support-services-coordinator-head-of-operations-0YdJdXzbn/apply