Head of Finance & Operations, Syria and Jordan - National Contract

About the role

• General Objective of the Job

The Head of Finance & Operations (HFO) is responsible for overseeing the operational support functions for the War Child Jordan and Syria Programme. This includes financial management, budget control, audit & compliance, logistics & procurement, administration and ICT. The HFO is accountable for ensuring the Syria and Jordan Programme benefits from timely, efficient and high-quality operational support.

The HFO manages a team comprising of finance, administration and ICT/logistics staff, which is subject to change over time, and he/she is responsible for their performance enhancement/management. This includes building the capacity of these staff and actively supporting their learning and development journeys. The HFO will also promote and support activities designed to enhance the operational capacity of War Child’s partners in the Syria Response programme across its various locations.

• Position in the Organisation

The HFO leads the Finance and Operations department of the Syria and Jordan offices and reports directly to the Country Director (CD). As a member for the Senior Management Team (SMT), the HFO will proactively contribute towards strategy development and management-level problem-solving, plays a central role in maintaining positive relationships with partners, and is committed to ensuring positive and productive working relationships across all departments of the Syria and Jordan Programme offices, as well as with relevant parts and colleagues of the wider War Child Alliance, both regionally and globally.

What you will do

• Result Areas

Internal Financial Management and Risk Management

• Advise and support the CD in maintaining efficient financial control (of cash flows, local payment, etc.), accountability standards, procedures and records,
• Ensure financial management policy and guidelines are developed and adhered to, within the framework of (partially) remote programme management and implementation,
• Prepare budgets, reports and financial management information for internal stakeholders (CD and Head Office), including 3M, 6M, 9M, 12M and Annual Plan,
• Enhance the planning and control cycle in line with Head offices guidelines,
• Ensure accurate, timely and correct bookkeeping,
• Report relevant developments on finance administration to Global Department of Shared Operations,
• Oversee the effective management of money transfers, cash and bank relations by the finance team,
• Prepare a monthly financial situation summary, including analysis of expenditures versus budgets and reports to the CD for review and discussion,
• Timely identify (potential) financial risks and proactively propose solutions to the CMT to address these.

Ensure the efficient and reliable functioning of banking systems and payment modalities in Syria.

Budgeting, Donor Reporting, Audit & Compliance

• Responsible for budget preparation of new proposals to donors,
• Accountable for periodic financial reports to donors according to their guidelines/regulations and liaise with relevant donors’ focal points as needed,
• Ensure continuous budget (vs. actual) monitoring through monthly reporting and accompanying meetings, timely identifying and flagging issues of (potential) concern,
• Responsible for end of the year closing and audits commissioned by donors,
• Manage internal and external audits,
• Develop, maintain and ensure adherence to screening guidelines and other relevant aspects of counter-terrorism policy, among others through supervising the screening of (partner) staff and suppliers.

Procurement & Logistics

• Ensure procurement/logistics policies and procedures are adhered to,
• Ensure systems and guidelines are in place for relevant aspects of logistics, including procurement procedures,
• Oversee the proper maintenance and registration of all company assets,
• Review and approve partners’ procurement and logistics policies as and when relevant,
• Review and approve tenders, including those led by implementing partners,
• Ensure continued widespread awareness and understanding among staff and partners about War Child Procurement policy and procedures.

Ensure all required framework agreements are established, approved, and effectively implemented to support operational needs.

Administration & ICT

• Oversee administrative management and support related processes with regards to: office space and guesthouse(s); staff travel; visitor management (airport transfer, accommodation, etc.) and other administration,
• Responsible for quality and security in the management and maintenance of IT and communications (laptops, printers, telephone and other means related to Information and Communication Technology),
• Coordinate timely update of software/hardware systems to enable functioning of IT equipment ,
• Ensure the Operational Support department serves as an effective, accessible ICT help desk for the country office …