BASE RESPONSIBLE

Main Purpose

Defining the operational strategy for the base in collaboration with the HOM/ Operational Cell. Being responsible for MSF’s operational activities in the support base. Coordinating the program activities of the support base while ensuring compliance to MSF’s charter, ethical standards and policies in order to realize efficient management of activities and reach program objectives.

Accountabilities

•Representing MSF and defending its interests before local authorities, local NGO’s, donors and me-dia to realize an active positioning and a positive public image.

•Being accountable for and supervising the execution of all program activities. Ensuring that MSFs technical and ethical standards are followed and objectives are achieved. Coordinating activities with other MSF sections/projects in the region.

•Being accountable for the proper planning, sizing, and coordination of all financial resources needed in the support base. Agreeing on the annual budget and being responsible for the financial administration of the base.

•Leading the support base team under his/her supervision. Being responsible for the proper application of HR policies and associated processes in the support base (recruitment, briefing/debriefing, evaluation, staff learning and development and internal communication) in order to ensure both the sizing of the project team and the amount of knowledge required for the activities. Briefing the teams on context related issues maximizing their commitment to MSF values and project’s goals.

•Supervising the project material resources put at MSF’s disposition in order to ensure a correct use and its longevity. Supervising all orders and the Project’s purchases as well as the financial indicators, with the support of the capital referents, in order to ensure efficiency and early detect deviations and its causes.

•Ensuring data collection. Evaluating programme performance and providing all the required operational reports to Dep HoM/ Resource Manager in line with Mission/HQ reporting cycle Keeping staff and HOM/HQ informed and updated of context related issues.

•Defining and regularly updating, in close collaboration with the Dep HOM/ Resource Manager, the project’s security policy and strategic response to emergencies, reporting any concerning issue, in order to improve risk working conditions and to ensure staff’s full adherence to security rules and protocols. Managing the security in the project, ensuring that all necessary security measures are in place for the safety of MSF staff and its operations.

REPRESENTATION

• In collaboration with the Deputy Head of Mission/ Ressource Manager - maintains, builds and supports the network and relationships with the KRG authorities in order to ensure  our legal presence in KRG in maintained

 BASE RESPONSIBILITIES

Human Resources: 

• Support Admin transit for the VISA procedures and border crossing and sign the VISA Documents, border crossing and movement authorization letters 
• Oversee the lodging of incoming IMS and LRS visitors in Erbil, and organize a suitable accommodation 
• In coordination with Admin Transit ensure the arrangement of new arrivals pre-arrival reading materials and welcome envelope upon arrival 
• Organizes at least bi-weekly meetings of the base team 
• Keep HRCo and FinCo up to date of labour laws, local regulations and procedures    
• Oversee the implementation of mission internal regulations and polices specific to FI/KRI    
• In cooperation with erbil-pharmacist arrange international staff required tests for departure (if required) 
•  Oversee the activities of the Erbil-Admin Transit with the movement planning 

 Finance: 

• In close collaboration with the FinCo, following up all service contracts in project site (premise and vehicle rental contracts, deposits, rent payments, etc.)  
• Ensuring that MSF staff who have financial responsibilities are aware of and comply with local finance procedures, including those related to security 
• Follow up on Erbil base budget expenditures  
• Ensure all base contracts are up to date and on mission SharePoint  

 Logistics: 

• Support the LogCo Assist in planning of movements and drivers, and the implementation of movements SOP, drivers' rules and regulations, Fleet management policy, ICT management policy, energy policy 
• Oversee the activities of the LogCo Assist on maintenance and repairs in the premises 
• Ensure the collaboration and coordination between LogCo Assist and mission ICT on the maintenance of the base IT equipment, computers, printers, CCTV, plan replacements in cooperation of the LogCo 
• Check and sign off the rental invoices of the rented vehicles, premises, and fuel invoices 
• Check and sign off the external service agreements 
• Supervise and ensure the monthly report of logistic activities is submitted timely   

 Security and Safety: 

• Responsible for the security management in Erbil plus all the technical aspects related to security and safety, including the implementation of the required tools and procedures. Ensure briefing on Erbil safety and Security SOPs. Ensure the collection of IMS PoL forms and keep in a lockable store in Erbil  
• Contribute to monitoring and evaluation of safety measure and security situation in Erbil and inform the HoM promptly on all security concerns or incidents 
• Update of local security plan, IMS context and security briefings, welcome to Erbil briefing documents, security monitoring 
• Ensure the reporting of security incidents to MSF incidents tool 
• Maintain Incident logbook for Erbil/Kurdistan Region and Federal Iraq and update security contacts with HoM or security responsible at Coordination, as per the SOP 
• Maintain Erbil/KRG/FI external actors contact list 
• Security responsible of mission movements in KRI
• Emergency Competencies. In an emergency response, this role will be expected to: lead discussions for reprioritization; pivot to provide the appropriate adjustments to policies, procedures, and tools and; encourage flexibility, emergency mindset, and reactivity.

Requirements

Education

•          University degree essential, (Social Science or HR is a plus)  

•          Experience in Project Management or HR Management is a plus

Experience

•          Essential previous experience of at least two years required in the field of humanitarian aid with MSF or other NGOs.

•          Essential working experience in developing countries

Languages                         

•          Mission language essential (English).

•          Fluent in Arabic is a plus

Knowledge

•          Essential computer literacy (word, excel and internet)

Competencies

•          Strategic vision L2

•          Leadership L2

•          People Management and Development L3

•          Service Orientation L3

•          Teamwork and Cooperation L4