Working context

WeWorld has been working in the Occupied Palestinian Territories since 1992, operating in the field of human rights, humanitarian aid and development to guarantee Palestinian communities access to basic services and available natural resources, in particular with regard to integrated service management, the strengthening of the integrated protection of the population and the enhancement of local socio-economic development in a sustainable and innovative way, with particular attention to the social and economic empowerment of women.

WeWorld in oPt has 5 offices (Jerusalem, Ramallah, Hebron, Tubas and Gaza) and a Coordination office in Amman to coordinate the emergency response in Gaza.

Over the decades, WeWorld has implemented several interventions funded by multiple donors: ECHO and EU, UN agencies as UNICEF and OCHA, as well as national agencies such as AICS, SIDA, GIZ, JICA, GFFO, FCDO, and others. With a people-centered approach, the priorities are always identified together with the communities we serve, with a specific focus on a triple Nexus approach. The significant amount of data and analysis collected and elaborated by WeWorld in oPt supports and guides the work of multiple agencies in Country. WeWorld is a member of the Global WASH Cluster and is part of all the clusters at national level: WASH (member of the Strategic Advisory Group), Education, Food Security, Shelter, Protection and Health. More recently, WeWorld has launched emergency operations and activities within Gaza to support the ongoing crisis.

Purpose of the Role

The Head of Support Service will be responsible for the management of all support services departments (Logistics and Procurement, Finance and HR) in oPt for the administrative management of the projects funded by different donors implemented in oPt. Their responsibilities include financial reports, accounting, verification of supporting documents, procurement, logistics, human resources, planning and budgeting. It is required to work in close cooperation with the Management Team and the Country Representative.

MAIN TASKS AND RESPONSIBILITIES

General Administration

· Reports to the Country Representative and receives technical guidance from the relevant Regional Managers, as needed.

· Directly supervises and supports all support services departments: HR, Logistics & Procurement (West Bank and Gaza), and Finance (West Bank and Gaza).

· Ensures that all deliverables and deadlines related to grants, contracts, vendors, partners, and internal procedures are delivered on time and in compliance with organizational standards and donor requirements.

· In collaboration with the Country Representative and Regional Managers, defines strategic priorities, sets departmental goals, and develops and oversees the implementation of departmental development plans.

· Ensures proper archiving and safeguarding of HR, Finance, and Procurement & Logistics documentation, in line with WeWorld policies and in coordination with HQ.

· Fosters effective collaboration and communication with internal and external stakeholders, including partners, donors, authorities, vendors, technical working groups, and community representatives.

· Oversees the development, update, and dissemination of internal regulations and mission-wide policies, ensuring staff awareness and adherence.

· Ensures that all mission operations comply with applicable legal, administrative, and organizational requirements.

· Advises and supports the Country Representative in strengthening internal controls, policies, and procedures at mission level.

Processes

· Ensures that key policies and SOPs guiding the support departments are developed and/or regularly updated as required and appropriately adapted to the context.

· In coordination with the Country Representative, Program Team and the Management Team, supports the creation of interdepartmental coordination mechanisms, to ensure smooth and effective communication and cooperation.

· Ensures that a proactive link between support services and program departments is established and well-functioning.

· Designs support services routines, procedures, and systems to increase efficiencies and grants a smooth collaboration and communication between support departments.

· On a regular basis, audits the support services processes and procedures, to highlight flaws and pressures, implements or strengthens systems of oversight and prevention of corruption and mitigate relevant risks.

· Ensures that recommendations for improvements related to support departments are implemented in a timely manner.

HR and Staff Management

· Ensures that all the support services’ staff is regularly informed of and trained on internal policies and procedures, providing tailored training plans when needed.

· In coordination with the Management Team, collects and analyzes training needs for the national staff, and proposes tailored capacity buildings, based on the available resources.

· In coordination with the Country Representative, monitors and ensures adequate preparation and competence of Finance, Logistics & Procurement and HR teams and proposes changes when needed.

· Participates in analyzing staffing needs & costs, compensation & benefits, and performance review practices.

· Supervises compliance with all WeWorld employment regulations relating to payroll, health insurance, work insurance, employee benefits.

· Supervises the recruitment of national staff, ensuring transparent and compliance processes.

Finance and Budget Management

· Ensures that accounting is recorded and monitored regularly.

· In coordination with the Program Teams, ensures that the monitoring of projects’ expenditure level against approved budget is performed regularly.

· Ensures that financial reports are regularly and correctly prepared, according to donor’s and internal rules.

· Is accountable for the monitoring of country budgets (staff core budget and logistics budget).

· Ensures efficient use of the available resources for support services by guaranteeing that the cost allocation tables are in place and correctly updated and monitored.

· Is accountable for approving programs/projects’ budgets and at country level.

· Is accountable for the financial coverage to implement activities, pay salaries, suppliers’ invoices, running costs (etc.), by guaranteeing a correct and constant update and monitoring of the country financial plan.

Procurement and Logistics

· Supervises the management and the application of Procurement Procedures in accordance with WeWorld Global Procurement Manual and Donor Guidelines from planning to completion.

· Supervises operations of logistics and the correct application in accordance with WeWorld Global Procurement Manual and Donor Guidelines, in particular assets management, fleet management, warehouse and stock management and Base management.

· Ensures that Procurement and Log reports in required format are timely and properly completed according to WeWorld Manual, both for internal and external purposes.

Audit and Compliance

· Supervises the preparation of expenditure verifications and audits, ensures a proper involvement of finance, Logistic & Procurement, and HR departments during the audit performance and ensures a proper collaboration between different support services and the Program Department.

· Supervises the needed activities to produce internal and external/donor assessments, such as due diligences, capacity assessments, internal and external audits.

Any other task requested by the Country Representative, for an efficient and quality implementation of WeWorld strategy and projects in oPt, according to the needs of the mission.

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

· Degree in Economics, Political Science or related fields

· Good knowledge of the policies and procedures of major international donors (EU, AICS, UN, etc.)

· Full professional competency in Microsoft Office, especially Word, Excel and Outlook

· Fluency in written and spoken English

Professional experience

· Minimum of 5-7 years of experience in finance management within the humanitarian sector, with at least 3 years in a management role

· Previous experience in administrative and financial management of emergency and development projects with institutional donors (e.g., UN agencies, ECHO, AICS, etc.)

· Experience in budget and procurement management, compliance, and donor reporting

Skills and Abilities

· Planning, reporting, monitoring and evaluation skills

· Organization and teamwork skills

· Ability to support and train staff to enhance skills

· Proactive and dynamic attitude

· Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts

· Good listening and communication skills

· Positive attitude to work, self-reflective, motivated, inspired, collegial

· Strong commitment to the Mission of WeWorld

· Demonstrates integrity with regards to NGO values and ethical standards

· Displays cultural, gender, religion, nationality and age sensitivity and adaptability

· Treats all people fairly without favoritism

DESIRABLE REQUIREMENTS

· Previous work experience in oPt and/or Gaza, or Middle East

· Knowledge of Italian and/or Arabic is an asset

· Experience in remote management

WHAT WE OFFER

Type of contract: a first 6 (six) month collaboration contract subject to verification of the achievement of specific objectives (these objectives will be agreed together with the Line Manager upon arrival on assignment); a second collaboration contract of 6 (six) months renewable, following the positive evaluation of the first three months of contract and the availability of budget

Economic conditions: to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex and hardship based on place of work)

Annual leave: 2,5 days/month (working days)

Flight ticket: one return flight every 12 months of contract

Health insurance: covered

R&R Policy: 5 days every 12 weeks, an allowance of 1.000€ is provided