Field Office Manager

The FOM reports to the Senior Logistics Officer and will be the focal point regarding overall field office operational coordination, strategic tasks as delegated by senior management, overseeing the administrative activities that facilitate the smooth running of offices and is the focal point as regards general external relations as regards operations. The FOM will be informed by the HOPs regarding program implementation, external engagement and operational challenges.

1. Coordination of shared administration issues: NB The definition of shared in this context relates to the purpose of the resource be it human or material and whether this is functionally shared across projects. As such shared resources generally relate to support staff, office space, assets, consumables. The HOP for the project under which this shared resource is funded should be informed and consulted as relevant.

2. Coordination across projects in the defined location: promote the coordination of administrative, financial and logistic issues in order to ensure synergy effects and best use of the resources

3. Coordination of shared resources: At the beginning of each project and periodically, HOPs and FOM should agree upon the management of shared resources in consultation with the relevant HODs. Typically, the head of department will lead on decisions related to procurement of shared resources; but should also consult with the FOM and HOPs to ensure a smooth, effective and efficient use of all resources and materials in the location. In particular, the FOM will lead on ensuring fair allocation of office space and vehicles, escalating issues to management if consensus is not reached locally.

4. External Representation and networking: The FOM can be requested to carry out Official representation of WHH vis-à-vis relevant local authorities, partners and landlords. In order to ensure overall cohesive external relations, the Liaison focal point (either at field office where this exists, or at Country Office level) and the Access Manager should be consulted prior to setting up/ agreeing to any external meetings, and where possible should be present at high level meetings, with the responsibility of taking minutes of the meeting. Project specific external relations are led by the respective HOP, who should ensure that both the Liaison focal point and the FOM are aware of the meeting and that minutes are taken and shared timely.

5. Code of Conduct and HR responsibilities: Ensure overall adherence of the team to the code of conduct and related policies, including working hours, and use of assets, as well as proper handling of complaints.

· Any unethical behavior and complaints should be handled as per the policy and reported immediately: https://www.welthungerhilfe.org/about-us/transparency-and-quality/code-of-conduct/. The Serious Complaints Committee may request the support of the FOM for coordinating and conducting field level investigations.

· Any disciplinary issue relating to the COC should involve HR and the relevant remote functional/ technical line manager in the decision prior to taking action. In cases where there is lack of consensus the CD has the final decision.

· Where relevant the FOM can be involved in the recruitment process for support/shared staff in consultation with the remote functional/ technical line manager. HOPs should be consulted for any specific requirements that need to be considered.

· Support in managing signature process for the HR related documents -which are prepared and sent from Gaziantep office- from the new or current consultants/Daily workers and revert back the documents to Gaziantep Office on time.

· Ensure the orientation of new consultants is delivered on their first working day.

· Assist in the onboarding process for new hires.

· Partner with HR to update and maintain office policies as necessary

· Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

· Upon request, receive the COI declaration form from the staff and share them with the compliance and HR.

1. Administration responsibilities: The FOM is accountable for ensuring all administrative processes work effectively.

· Offices/Facilities’ management; including maintenance and smooth functioning of all office utilities (electricity, water, telephone, heating etc.)

• Processing payments of; Offices buildings, utilities including electricity, water, telephone and heating system etc.
• Support logistics of Visitors and make travel arrangement including tickets, flights, hotel reservations and transport facilitation.
• Record and distribute incoming and outgoing correspondence including emails, parcels, hand delivered messages and monitor responses.
• Make administrative and logistical arrangements of meeting, workshops and trainings.
• Attend staff meetings, draft minutes and circulate when required.
• Make sure that stationary and office supplies are adequately available in offices.
• Manage filing systems (it can be online/paper).
• Develop and implement new administrative systems, such as record management.
• Arrange regular testing for electrical equipment and safety devices.
• Write monthly reports for senior management group (SMG) and deliver presentations whenever requested from SMG.
• Develop office policies and procedures, and ensure they are implemented appropriately.

• Regular update the index of contact addresses (Phone, Email).

• Fleet Management:

• Allocation of vehicles to staff as per vehicle movement plan.

• Monitor regular maintenance of the vehicles, make sure vehicles are well maintained and are equipped with necessary equipment (spare tire, tool box, fire extinguisher, first aid box and toe chain etc.)

• Monitoring vehicles’ log book to make sure the judicious use of vehicles.

• Management of drivers including scheduling their duties.**ِ**

About you

• Position open to Syrian nationals only

• Education: Bachelor University Degree in relevant subject

• Work Experience: 3 to 5 years’ professional experience in a similar position, preferably in a non-profit organization

• Experience in managing logistics including warehousing, inventory management.

• Experience in fleet management, vehicles allocation, monitoring, and maintenance.

• Experience in office administration, day to day office requirements including office supplies/stationary requirements, office cleaning and maintenance.

• Experience in liaison with stakeholders, government officials and partners.

• Skills/knowledge: Computer competences in Microsoft Office

• Social Skills; Ability to integrate in a transcultural team, hardworking, good communication skills, ability to motivate and develop skills of others, attentive to detail, co-operative, good humour.

• Language Skills: English and Arabic required (written & spoken), Turkish is advantageous