Save the Children is the world's leading independent organisation for children. We work in 120 countries. We save children's lives; we fight for their rights; we help them fulfill their potential.
We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.
We have over two million supporters worldwide and raised 1.6 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection and child rights, also in times of humanitarian crises.
There are 30 national Save the Children organisations around the world. By the end of 2012 all our international programmes will be delivered through a merged operation with 14 000 staff, managed through seven regional hubs and reporting to a relatively small, central office. We're changing to become more efficient, more aligned, a better par tner, a stronger advocate, a magnet for world-class people and relevant for the 21st century.
We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.
We have over two million supporters worldwide and raised 1.6 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection and child rights, also in times of humanitarian crises.
There are 30 national Save the Children organisations around the world. By the end of 2012 all our international programmes will be delivered through a merged operation with 14 000 staff, managed through seven regional hubs and reporting to a relatively small, central office. We're changing to become more efficient, more aligned, a better par tner, a stronger advocate, a magnet for world-class people and relevant for the 21st century.
Role:
As a member of the Senior Management Team (SMT) in Jordan the Director of Support Services shares in the overall responsibility for the direction and coordination of the Country Office (CO). The Director of Support Services in his/her capacity will be accountable to the Country Director for overseeing the support functions – finance (including grant management finance), security, IT, HR, risk management and admin services – in both emergencies and development programming contexts. Key areas of accountability:
As a member of the Senior Management Team, contribute to:
- Leadership of the Jordan Country Office
- Support the development of an organisational culture that reflects our dual mandate values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and frees up our people to deliver outstanding results for children and excellent customer service for our members and donors
- Help design and implement a coherent organizational structure that is consistent with agency practices and appropriate to program needs
- Help establish, maintain, and improve active and regular working relationships with: host government authorities, partner agencies including humanitarian and development donors, and local and international NGOs
- Ensure Jordan Country Office complies with all Save the Children Management Operating Standards and Standard Operating Procedures
- Ensure that all required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Regional Office
Finance
- Oversee the finance function in the Jordan Country Office, ensuring that planning and budgeting, financial accounting, grant management complies with donor T and C, financial control, international accounting principles, budget monitoring and reporting
- Assist the Country Director (CD) and the SMT in the management /administration of the Country Office resources. Highlight variances, provide analyses and recommend resolution or reallocation of resources
- Identify and effectively manage all key risks, especially financial, related to delivering the Country Office program. Develop mitigation plans at proposal stage
- Oversee correct level of budget authority exists within Country Office. Own the application of SCI approved scheme of delegation, together with the Country Director
- Manage financial aspects of budget development for new proposals
- Oversee appropriate and adequate emergency finance and grants procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up
- Fulfil all financial reporting requirements for internal and external stakeholders
- Responsible for making sure effective systems are put in place, and regularly reviewed, to allow adequate financial management and control over assets, funds, equipment, property, and facilities
- Lead and participate in the development of finance policies and procedures to be ensure adequate finance controls are in place according to international accounting principles. Coordinate and assist CD during any internal or external audits
- Review and approve the proper accounting and closing of books upon receipt of completed reports and documents from various sub-offices
- Develop sub-grantees financial management through training and capacity building
- Develop CO budget holder financial management through training and capacity building
- Perform any other responsibilities related to financial management as required
Administration
- Supervise administrative function to ensure the smooth import of capital assets, monitor visa process for expatriate staff and liaison with Government
- Ensure sophisticated, efficient, cost effective Information Technology Systems are in place which is also in compliance with SCI MOS
- Train staff to take customer service approach, identify bottlenecks, and streamline processes.
Facilities Management
- Oversee the overall maintenance of all Save the Children office premises, facilities assets and equipment (physical work environment) in country and ensure that these are secure, in working order and efficiently utilized
- Motivate staff to improve appearance of office.
- Review all contracts and leases to ensure the benefit of SC before forwarding them to the Country Director for signature
- Responsible for CO Compliance with Health and Safety regulations in accordance with MOS
- Responsible for ensuring CO internal and external communications systems function effectively and efficiently
- Ensure adequate insurance cover in place and kept up to date with suitable cover for maximum loss of assets.
- Support to overcome lapses in licenses, permits, etc.
- Provide logistical support to guests, visitors including partner organisations involved in SC activities
Human Resources
- Supervise the Human Resources function to ensure that advice and support are provided to managers and staff on interpretation and application of policies and procedures and on other HR related matters
- Supervise the development of dual mandate HR practices and processes aligned with the organisation’s overall strategy and SCI MOS to meet the evolving needs of the organisation
- Responsible for appropriate recruitment, retention and development of staff.
- Ensure managers understand and implement performance management for improved performance and HR department implements policies and procedures.
- Responsible for appropriate and adequate emergency HR procedures detailed in the Country Office Emergency Preparedness Plan to enable rapid scale up
- Facilitate the HR aspects (such as deployment mechanisms) of the Country's Emergency Response Team
- Monitor and advise on disciplinary matters in accordance with established policies and procedures
- Mediate conflict, grievances and harassment cases
- Prioritise staff and partner awareness of, training in and adherence to the Child Safeguarding Policies.
- Well versed in Jordanian Labor Law in order to ensure compliance in labor policies.
Staff Management, Mentorship, and Development – Support Services
- Responsible for appropriate staffing within Support Services
- Responsible for making sure all Support Services staff understand and are able to perform their roles in an emergency
- Manage Support Services team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly
- Responsible for the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff;
- Manage the performance of all staff in the Support Services work area through staff development strategies and Performance Management Systems. Establish result based system and follow up
- Develop staff through the following methods of effective use of the performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
- Coaching, mentoring and other developmental opportunities;
- Recognition and rewards for outstanding performance;
- Documentation of performance that is at standard and above and less than satisfactory, with appropriate performance improvements/ work plans
Risk Management
- Produce Quarterly Risk Management Register in consultation with SMT in accordance with MOS
- Undertake the financial risk assessments of all new partners and monitoring of on-going risk in coordination with SMT
- Support CD in keeping analysis of the internal and external risks and threats and appropriate mitigation measures up to date
Qualifications and Experience:
- Qualified finance professional (recognised accounting qualification suggested) with experience of operating in a global and complex organisation
- Recommended a minimum of 5 years management experience in an International NGO environment, including experience in the development of strategic and operational support services plans and their implementation in a professional work environment over a sustained period of time
- Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
- Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
- Demonstrated credibility with colleagues and stakeholders at all levels of an organization
- Excellent oral and written communication skills in English and Arabic preferred.
- Strong interpersonal skills with the ability to demonstrate skills in leading a multi- disciplined team through a period of change
- Leadership skills, including the ability to supervise and motivate qualified professional staff with strong personal value systems
- Analytical, decision making and strategic planning skills and the ability to handle multiple priorities
- Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff
- Team building skills
- Competent level skills in core IT applications, particularly MS Office
- A commitment to the values and principles of SC
- Experience working to developing countries
- High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children
We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.
Please note that the closing date for applications is 8 January, 2013.
For further information on this role, please see our website at www.savethechildren.net/jobs
How to apply:
Please apply with a covering letter and up-to-date CV to: jobs.48305.3830@savethechildrenint.aplitrak.com
