Support Services Coordinator

Job Description

-IntroductionExpertise FranceExpertise France (EF) is a public agency created on 1st January 2015 and merging 6 French public agencies under the supervision of the French Ministries of Foreign Affairs and Economy and Finance with a strong inter-ministerial vocation. EF offers programme engineering and technical assistance by developing and implementing international cooperation actions worldwide. EF operates in various fields of development and institutional cooperation including safety and security reform, post-crisis/ stability, public health, human rights, strengthening of institutions and NGOs and governance. Carrying out large-scale, multi-stakeholder programmes, EF can ensure the cooperation between individuals, teams and institutions with very different statuses, cultures and specialties. Besides, EF has acquired a sound experience in administrative and financial management of large-scale international programmes. -Context & needsIn Iraq, the city of Mosul, ISIL?s occupation from June 2014 to July 2017 caused a humanitarian catastrophe with grave human suffering and physical destruction. A large range of donors already contribute to the reconstruction of concerned areas, but there is still a lot of needs to address in the humanitarian field as well as in terms of stabilisation. The promotion of stabilisation, the initiation of an effective recovery and reconstruction process are crucial to prevent escalation to re-emerging and tackle some of the underlying social and economic drivers of instability in Iraq. In North East Syria, following the territorial collapse of the Islamic State (IS), the Syrian Democratic Forces (SDF) took control of quarter of the Syrian territory. The significant support provided by the international coalition led to the military defeat of IS. However, escalation is likely to re-emerge. Targeted assassinations, economic pressure and instrumentalization of tribalism appear as the main threats to SDF?s capacity govern and hold territories. In such a context, and with the perspective of western military withdrawal, IS is likely to have to capacity to reorganize. -Programme backgroundIn that context, Expertise France has developed a range of projects to contribute to the efforts of stabilisation in the region. The Agency has opened its office in Erbil in January 2019, the Erbil office has responsibility for the implementation of projects in Iraq and North-East Syria and is composed of a Stabilisation Programme Coordinator, Projects Managers, a cross-cutting team (M&E, safety, communication) and a support services unit in charge of admin, finance, human resources and logistics. - / AssignmentEF is recruiting a Support Services Coordinator (SSC), to support the EF team in Iraq and North-East Syria from its Erbil coordination office. Working under the authority of the Programme Coordinator of Expertise France for Iraq and North East Syria, and with support from the Desk officers and Admin and Finance Coordinator in headquarters, the Support Services Coordinator will manage the Support Service unit of EF in Erbil.Overall purpose of the role:The SSC will ensure the existence of effective and efficient support services in the areas of finance, administration, human resources, compliance, grants management, internal control, procurement and logistics. He/She will play a key role in developing and implementing country specific strategies as well as devising, implementing and improving operational systems, processes and policies in support of EF?s programme in Iraq, in line with EF standard operational procedures and internal policies.FinanceIn link with the Finance Officer* Ensure compliance wjth EF?s financial regulations, procedures and documentation requirements ? make sure to be updated on regular changes of policies (link with HQ, access to Magellan etc).* Provide overall financial planning support to the Programme Coordinator, advise on spending and financial spending strategies, provide accurate financial outlook of the programs on a regular basis.* Regulation and monitoring of the overall spending in the programme, cost sharing and administrative cooperation between projects and personnel.* Provide inputs to budget development and guidance on overall financial management support to the budget holders (PM) and support them in their financial forecast* In charge of forecasting expenses related to cross-cutting function (shared HR, shared expenses, offices) within projects? financial forecasts* Participate to financial steering of project/office budgets, play an active role in the preparation of documents for the monthly and quarterly reviews of the projects, and participate to these reviews* Constantly check the integrity and robustness of financial procedures, possible mismanagement and suggest corrective actions to minimize losses or ineligible expenses.* Review of timely and accurate financial and administrative reporting to external parties, and to the headquarters.* Management of transparent and effective interaction with banks and other financial institutions, and agreements with authorities favourable to EF and its beneficiaries.* Monitoring and regulating the movement of cash, liquidity management, bank transactions and transfers. Ensuring that cash is available for operations at all time (anticipating demands, update cash forecast regularly etc)* Ensure that all necessary agreements, permits and licenses necessary for EF?s operations (including VAT exemption when applicable) are in place and keep updated on national Administrative rules and regulations pertaining to the activities of EF.Grants Management & PartnershipIn link with the Grants Officers* Maintain thorough knowledge of all EF Iraq & NES grant contracts to ensure understanding of contractual obligations and regulations. This will include reviewing contracts, facilitating grant agreement processes and amendments, and ensuring all contractual milestones are regularly communicated to relevant support staff.* Take the lead on coordinating internal and external financial reporting with programs and finance, ensuring high-quality, well-written and timely financial reports that meet donor and EF requirements* Review implementing partners? (IP) financial report and supporting evidences, ensure eligibility of costs, compliance of procurement procedures and external audits of partners when grant contracts requires it.* Identifying the systemic and structural support functions? issues that may impede grants growth and implementation; identifying and implementing mechanisms to overcome them.* Coordinate organizational capacity assessments (which include finance, governance, organizational, operational, and other aspects) for potential and current partners, working closely with PMs & PD on the due diligence aspects.* Identify priority gaps in IP?s capacity (sectoral and institutional/organizational) through partners? capacity assessments and inform on areas where partners? skills need enhancingCompliance & Internal ControlWith the support of a Finance officer* Coordinates HQ internal or donors? external audits for EF Field Office & Partners, acting as a focal point on potential issues identified* Carry out regular reviews of internal processes, procedures and control mechanisms; makes recommendations to the management for improvements.* Identifies any non-compliance with agreed processes and procedures plus relevant policies of Expertise France, Institutional Donors, Governmental Donors and other funding agencies in a separate report and share it with EF HQ* Review all procurement documentation related to the IRC RFP/RFQ process prior to finalizing awards decisions to ensure full compliance to internal policies and donor requirements.* Carry out enhanced due diligence on counterparties* Oversee the contract management process a

Keyskills :