Operations Support Officer

Organization or Agency: Save The Children

VA No.: SCI/24/011

Position Title*: Operations Support Officer

Duty Station*: Dohuk

Duration*: Fixed Term

Vacancy Date of Issue: 25 April 2024

Vacancy Closure Date: 2 May 2024

KEY AREAS OF ACCOUNTABILITY:

Field Office Finance Activities:

• Maintain sufficient cash balances and report cash needs
• Review and register the admin petty cash
• Review all petty cash payments to ensure a proper documentation with approval are obtained.
• Checking monthly payroll for Field Office
• Preparing the salary recharge for Field Office.
• Keep track of outstanding advances
• Review all journals related to ensure proper account codes
• Post all transactions on the FMS – Agresso.
• Prepare the monthly financial report or other Donor Financial report.
• Prepare the monthly cash reconciliation for all available accounts.
• Prepare the daily cash count sheet, Maintain Cash book.
• Account reconciliation of Balance Sheet account as assigned by Supervisor.
• Ensure weekly posting of Data and scanning of all the vouchers then saved in the shared folder.
• Review Travel/Periderm/ R&R expenses
• Maintain Payment tracker and share it with the Country Office
• Human Resources:
• Perform Human Resources clerical, technical, administrative, and office support duties.
• Support staff, both in-person and by telephone HR related queries;
• Compose and type letters and other correspondence related to assigned human resources programs and activities.
• Support staff recruitment processes ranging from Job descriptions, advertisement, interviewing, notify candidates, mange categories of community volunteers management processes;
• Support teams in ensuring that the selection of community volunteers (including Incentive Workers) meets transparent criteria, is well documented and is in line with SC policies, particularly in keeping children safe.
• Maintain HR records, ensuring timely and accurate records.
• Explain employment benefits and general terms and conditions to new hires; conduct initial new employee orientation and offer other support as may be required occasionally.
• Take the lead in the new staff induction processes, ensuring that all new staff are introduced to Save the Children’s policies and procedures and re-oriented periodically using the global Passport to Success Induction processes and other locally adapted systems and methods.
• Process HR action forms and maintain records to ensure timely support in disciplinary and grievance processes, performance evaluations, and appropriate actions.
• Work closely with the supervisors to implement annual, mid-year, and probationary performance review processes through Oracle online and offline as appropriate.
• Ensure that staff complete a full and documented handover, and that exit interviews are conducted.
• Prepare and process payroll for the assigned offices, including Incentive and Fixed term payroll.
• Safeguarding Practice (Child, Adult, and Staff Safeguarding)
• Put in place measures that prevent and mitigate the risk that SC staff (including volunteers, contractors, consultants, and anyone related to SC) or activities would inflict any violence, abuse, or neglect on children, adults, and staff;
• Ensure that Safeguarding responsibilities are embedded in JDs and existing performance management systems, such as reporting requirements and D2P conversations.
• Ensure that each job advertisement includes a Safeguarding statement. At least one question should screen candidates’ attitudes and suitability to work with children during the interview.
• Ensure that a minimum of 2 written reference checks are conducted for each candidate.
• Conduct legal/police checks and or other local checks for each candidate.
• Share with candidates copies of SCI’s safeguarding policies as part of the recruitment process.
• Ensure that all staff receive training on Child Safeguarding and Protection from Sexual Exploitation, Abuse, and Harassment (PSEAH) within one month of starting and receive refresher training at least every two years.
• Brief visitors on safeguarding within 48 hours of arriving in the country and at each location.
• Ensure that adequate disciplinary action is taken towards representatives who breach policies.
• Share safeguarding issues during meetings and create other opportunities to discuss these issues.
• Support follow-up and investigations of Safeguarding incidents.
• Role model high levels of professional safeguarding behaviour.
• Administration
• Maintain general administrative records/documents – paper and electronic.
• Oversee office management, cleanliness, orderliness, furniture and equipment maintenance, etc for the office.
• Manage incoming and outgoing mail, including documents and goods delivered by courier service; keep complete records of same, including reference/tracking numbers.
• Supervise repair/maintenance works at the Office premises.
• Assist with administration and documentation for all procurement files and address any concerns, suggestions, and requests from suppliers.
• Order consumables for the field office.
• Coordinate accommodation, meetings, workshops & training arrangements, including venue reservation.
• Submit payments on Ariba for hotel accommodation.
• Coordinate with taxi companies to transport staff from the airport to the hotel.
• Provide administrative support to the Finance Officer.

QUALIFICATIONS:

Minimum of a bachelor’s degree.

EXPERIENCE AND SKILLS

Essential

• Minimum of three (3) years of relevant working experience in HR, preferably with an International NGO.
• Demonstrated understanding and proficiency in Human Resources Management and ability to work under minimum supervision.
• Good understanding of Iraq’s legal requirements relating to HR, labor laws, and administrative law.
• Good understanding of employment-related statutory requirements, organizational policies, and systems.
• Good Interview, negotiation, listening, and counselling skills influencing negotiation and coaching.
• Strong experience in recruitment, operating at different levels of the business, and familiarity with competency models.
• A sensitive approach to advising and mentoring staff and dealing with critical issues.
• Ability to organise a substantial workload comprised of complex, diverse tasks, and responsibilities.
• Computer literacy skills.
• Ability to read and write in English.
• Excellent time management and planning skills.

Desirable

• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Able to remain calm when working under pressure whilst maintaining quality output.
• Quality focused with strong attention to detail