Base Support Services Coordinator - IQ Talent Marketplace

Duties and Responsibilities
•Responsible for negotiating privileges with Government Ministries, Departments, local bodies and other authorities. Serve as the primary point of contact and ensure compliance with government policies and regulatory requirements relevant to NGO registration, in-house technical training courses, employee tax payments, entry and residence visas for international staff, etc.
• Attend NCCI HR and Admins monthly meetings and inform the SMT of all relevant developments.
• Ensure that all relevant internal administrative policies and donor policies and procedures, and applicable local regulations are understood and complied with at all times.
• Provide feedback and input into MAG’s internal support services policies and procedures, making sure they are fit for purpose and relevant to the context
• Develop systems and processes to improve internal controls on the base together with the MAG team
• Ensure that housing and amenities are maintained at a high level to facilitate a comfortable living standard for international and national staff based at the location.
• Ensure that robust and efficient administrative processes are established and followed.
• Ensure good communication and coordination between the support and other teams.
• Any other reasonable duties which may be required by management from time to time.

Finance Management
• Ensure that all internal finance management procedures are followed, and financial records are properly maintained and submitted within agreed deadlines.
• Coordinate with Finance Department to manage cash flow requirements for the base.
• Ensure operational advances are managed appropriately so that they are liquidated promptly, and properly accounted for.
• Responsible for cash holding of main cash safe, and making transfers to the small safe, and cash payments for large procurements
• Manage the cashbook in the base, ensure all transactions and finance codes are entered correctly.

Human Resources
• Be a base focal point for Human Resource activities in Erbil base, making sure that all MAG policies and procedures are applied, Donor regulations are followed and well understood by the team
• Ensure that weekly attendance reports are submitted from teams and logged in HR System
• Ensure missing information from teams is followed up on a weekly basis in coordination with HR team
• Ensure nominal roll is kept updated with accurate information
• Oversee filing of HR records and ensure this is maintained to a high standard, both hard and soft copies
• Review HR Payroll report prior to submission to Finance Department
• Ensure that new staff members are inducted in line with HR SOPs
• Ensure that national staff terms and conditions are understood and followed in collaboration with Iraq program HR team, advising other staff members where relevant
• Ensure that disciplinary procedures are correctly followed, and attend disciplinary hearings as relevant
• Ensure that appropriate HR management information is distributed to the staff as relevant
• Ensure that timesheets for all national and international staff are submitted on monthly basis

Logistics, Procurement and Fleet Management
• Oversee local procurement and logistics, ensuring programme procedures are adhered to and developed where necessary.
• Liaise with Erbil Office for procurement needs if and when required and organize transport of the goods to Syria
• Liaison with Logs manager and base mangers to plan for upcoming procurements from Erbil office, conduct regular market surveys for routine supplies/services for MAG Usage.
• Ensure procurement tracker for Erbil is up to date and all cells has relevant information, updated tracker shared with team on every week through email and SharePoint.

People Management
• Line manage relevant national staff, ensuring individuals work effectively and productively in line with organizational standards.
• Oversee and supervise the recruitment, selection, hiring, training, and performance management of all base support staff, and insure those actions are carried out in compliance with applicable MAG, local legislation and donor policies.
• Assist in the process of national staff capacity building, providing mentoring support where appropriate.
• Conduct regular and timely appraisals of national staff, making sure individual action plans and career development plans in place

Health, Safety and Security
• Where applicable monitor security situation in base location and areas of operations ensuring that operations teams and programme SMT are kept informed of security risks and developments.
• Monitor the security situation in Base and country and coordinate closely with country security manager.

Person Specification
Essential Experience
• At least 05 years of experience of working in humanitarian sector in a similar role
• Experience of having developed positive relationships and negotiated with, local authorities, other NGOs and local partners
• Experience of managing & developing a team of national staff
• Experience of implementing and using finance, logistics, administration and human resource systems
• Experience of monitoring a dynamic security situation and developing and implementing comprehensive security procedures and policies.
Essential Skills and Knowledge
• Fluent English language skills, Kurdish and Arabic
• Proven ability to motivate and develop a team
• Excellent organizational skills with the ability to coordinate multiple activities with conflicting deadlines
• Effective influencing and negotiating skills
• Understanding of, and commitment to, humanitarian principles
Essential Aptitude
• Proactive, flexible and positive approach to work with the ability to find creative solutions to challenges
• Excellent communication and interpersonal skills with the ability to establish effective working relationships at all levels internally and externally
• Ability to meet deadlines and work calmly under pressure and manage own stress
• Ability to represent and promote MAG

Person Specification
Essential Experience
• At least 05 years of experience of working in humanitarian sector in a similar role
• Experience of having developed positive relationships and negotiated with, local authorities, other NGOs and local partners
• Experience of managing & developing a team of national staff
• Experience of implementing and using finance, logistics, administration and human resource systems
• Experience of monitoring a dynamic security situation and developing and implementing comprehensive security procedures and policies.
Essential Skills and Knowledge
• Fluent English language skills, Kurdish and Arabic
• Proven ability to motivate and develop a team
• Excellent organizational skills with the ability to coordinate multiple activities with conflicting deadlines
• Effective influencing and negotiating skills
• Understanding of, and commitment to, humanitarian principles
Essential Aptitude
• Proactive, flexible and positive approach to work with the ability to find creative solutions to challenges
• Excellent communication and interpersonal skills with the ability to establish effective working relationships at all levels internally and externally
• Ability to meet deadlines and work calmly under pressure and manage own stress
• Ability to represent and promote MAG

Application procedure for the position
All interested candidates in apply for this position should send their updated CV in English to this email address [email protected] Please note that candidates who do not meet the selection criteria will not be considered. All Applicants must mention the job title (Base Support Services Coordinator) in subject line of their email. Only shortlisted candidates will be contacted.
Applications:
• With no job title in the subject line,
• Sent through links and
• Duplicate applications migh be disqualified.
Closing date for applications is 11-March-2023. Late applications will not be accepted.
Please note that as part of MAG’s commitment to safeguarding, this post is subject to background checks before an offer of employment is confirmed”.
“MAG is committed to the principles of diversity, equality and inclusion. Female Candidates are encouraged to apply. If you think you would be suited in this role we would welcome your application regardless of your background. We strive to provide an inclusive and supportive working environment where all employees feel respected and supported in fulfilling their potential”