Management

·       Direct line management of IT Officer, the Procurement Officer and the Logistics & Admin Assistant

·       Monitoring and reviewing progress and, in particular, ensuring that all Iraq based Operations staff are working effectively to meet the programme needs through weekly/monthly work plans, weekly management meetings as well as through PDR processes

·       Ensuring organisational processes and procedures pertaining to administration, procurement, transport, HR are understood and implemented.

Human Resources

·       Responsible for delivering the HR function for the Iraq programme including all local recruitment, administration of staff leave, compliance with Concern staff handbook, support to management on disciplinary/staff performance issues

·       Management of all HR filing ensuring all staff files are up to date as per the HR file checklist,

·       Maintaining and filing leave records and managing the leave monitoring spread sheet for all Iraq staff

Administration & Logistics

·       Effective and efficient administrative systems and procedures in line with Concern Worldwide policies and procedures are in place and implemented

·       That the international staff accommodation is managed appropriately and efficiently.

·       Effective and efficient logistics (procurement, transport and stores) services are provided to meet programme requirements

·       Responsible for leading on and managing all procurement activities for the Iraq programme, through line managing the Procurement Officer.

·       Responsible for ensuring all admin payments and services are well organized through line managing the Logistics & Administration Assistant.

IT & Communications

·       Through line managing the IT / Assets Officer ensure that all IT & communication systems are managed and maintained in line with the Concern IT Policy.

Liaison

·       Be the focal point in Iraq for all communications with the lawyer and any other service providers for the purposes of visas, residencies and other such processes

·       Be responsible for ensuring that all required registrations and permissions for Concern to operate in Iraq are up to date

·        

Facilities Management

§  Ensure that all lease agreements are up to date – negotiating on renewal, renewal in advance of expiry, submitting rent payments at least 4 weeks in advance of due date

§  Manage the set-up and exiting of new properties, including inventory management and handing-over with landlords

§  Ensure that the lease agreements’ tracker is up-to-date at all times

§  Scheduling repairs and maintenance by property, with engagement with landlords when necessary; This includes that any maintenance and rehabilitation works are managed to a high standard, with the support of the Logistics and Admin Assistant

§  Meeting landlords to resolve recurring problems

§  Manage the payment for utilities and the tracking of utilization by property to identify any anomalies

§  Managing the Asset and inventory register for all Concern funded items in line with Concern procedures.

Security

·       As the Security focal point for Concern, responsible for day to day security management and for updating the Country Director and the OD on any changes to the security situation in the location

·       Monitoring the security situation through liaison with district and international agency security personnel and communicating changes to the CD and OD.

·       Ensuring Concern staff in Iraq are aware of and comply with Concern’s SMP and SOPs

Capacity Building:  

·        Contribute to the daily capacity building and strengthening of decision making capacities of all Iraq national staff.

People Management:

·        Manage all Iraq based operations staff, contributing to their capacity building and career development through technical support and on-the-job training and coaching, including in particular a thorough induction at the start of their contract.

·        Ensure that all department positions have accurate job descriptions and that each member of the team fully understands outcomes which are expected of them, by setting SMART objectives, and that they are aware of the success criteria relating to their work.

·        Ensure that all department staff are aware of and comply with all of Concern’s policies and procedures.

·        Monitor and review performance of Department staff and hold staff accountable for meeting their success criteria; give corrective feedback where required and take decisive action in the case of poor performance.

·        Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.

Representation:

·        Participate regularly in relevant coordination meetings at local and national level.

·        Share information on specific department activities with other actors (other NGOs, UN agencies).

·        Ensure regular coordination with relevant authorities and other relevant actors operating in the same sector.

Other:

·        Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives. 

• Take active measures to address equality issues, particularly relating to gender, in programme as well as operational (eg HR) activities.
• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the programme and enabling staff, beneficiary and other stakeholder participation at all stages of the project cycle.
• Be aware of, understand and comply with all of Concern’s policies and procedures (safeguarding, finance, logistics, HR, security management etc).

·        Contribute to ongoing security management and planning as necessary.

·        Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).

·        Undertake other related duties as may reasonably be assigned by the Country Director or the line manager.

·        Participating and contributing towards Concern’s emergency response, as and when necessary

·        Complying with Concern’s health, safety and security guidelines at all times including during emergencies