REF063 Project Support Supervisor

OVERALL

The employee engages himself to:

• Respect TGH’s Charter and internal regulations
• Respect his contract and Job description\
• Respect security rules put in place by the security focal point.

This job description will be regularly reviewed. Only a common and joint agreement between the employee and the employer could lead to a modification of this it.

GENERAL OBJECTIVE:

Under the direct supervision of Operation Manager, the project support supervisor is responsible for daily tasks of Human Resources, Logistics, and Admin functions for the project in Tikrit. He/she prepares and files financial documentation, managing the project cash box and payment requests, supports staff administration, followes up procurement, coordinates transport and movement, maintaines assets and stock records, and keeps the community service center running.

 RESPONSABILITIES

• Responsibility 1: FINANCE
• Responsibility 2: HUMAN RESOURCES
• Responsibility 3: LOGISTICS AND PROCUREMENT
• Responsibility 4: ADMINISTRATION

TASKS:

Responsibility 1: Finance

• Prepare payment requests, cash advance requests, purchase requests and supporting documentation for project expenditure, ensuring each file is complete, accurate and compliant with TGH and donor requirements before submission for approval.
• Manage the project cash box in Tikrit: record all cash movements daily, maintain the cash book, perform daily reconciliation and physical cash counts, and prepare cash requests
• Collect, verify, and scan all supporting documents including invoices, receipts, contracts, delivery notes, goods received notes, attendance sheets, participant and beneficiary distribution lists, per diem and transport reimbursement forms
• Process payments to suppliers, service providers, participants, incentive workers and daily labourers, verifying identity documents and obtaining signed receipt of every payment.
• Prepare and submit the monthly financial documentation package to Finance Manager
• Support on finance documents archiving

Responsibility 2: Human Resources

• Administer attendance and timesheets by collecting, verifying, and following up on monthly attendance records and submitting them to the HR and Finance departments within the agreed deadlines.
• Maintain the leave tracker for project staff, verify leave requests against entitlements and available balances, and provide regular updates on leave and absences to the Project Manager and Operations Manager.
• Support the administration of incentive workers and volunteers, including preparing agreements, maintaining attendance records, and processing payment documentation.
• Serve as the HR focal point in the field by providing first-line support to staff on HR policies, procedures, and administrative matters, and escalating issues when required.
• Monitor and promote staff compliance with TGH policies, procedures, internal regulations, and the Code of Conduct, while promptly reporting any concerns or non-compliance to the Operations Manager.
• Support the onboarding of new staff by ensuring all required HR documentation is completed and that employees are informed of TGH policies, procedures, and organizational standards.
• Maintain accurate and confidential personnel records and ensure all HR files are complete, up to date, and securely stored.
• Maintain strict confidentiality regarding personnel information, salaries, disciplinary matters, recruitment processes, and any other sensitive HR information.

Responsibility 3: Logistics and Procurement

• Initiate and follow up project procurement: follow up purchase requests, conduct market surveys and price comparisons, collect quotations, prepare comparative bid analyses and procurement documentation for approval, and follow up with suppliers until delivery.
• Support supplier identification and maintain the local supplier database for Salah al-Din, and follow up framework agreements and service contracts.
• Receive goods against purchase orders, verify quantity, specification and quality, prepare goods received notes and waybills, and report discrepancies and damages immediately.
• Manage project stock and warehouse records; conduct regular physical counts and prepare stock reports for Operation Manager.
• Maintain the project asset register for Tikrit, ensure all assets are tagged and traceable, conduct periodic physical asset verification, and process asset movement, handover, transfer and disposal documentation.
• Coordinate transport and fleet: plan and schedule vehicle movements against the activity plan, maintain vehicle logbooks.
• Prepare movement requests and travel arrangements for staff
• Maintain and monitor office equipment, generators, IT equipment and communications equipment, arrange servicing and repair, and ensure fuel and consumable stocks are sufficient.

Responsibility 6: ADMINISTRATION

• Manage the day-to-day running of the Tikrit community service center, cleaning, office supplies and consumables, ensuring adequate stock levels at all times.
• Prepare and follow up official letters including project registration, office registration, access requests and administrative correspondence with local authorities, and maintain a log of submissions and responses.
• Support arrangements for donors and monitors travelling to Tikrit, in coordination with Operation Manager, Project Manager and Country Director
• Ensure a clear archiving of all administrative documents

Profile

• Bachelor’s degree in Business Administration, Accounting, Finance, Human Resources Management, Logistics, or a related field. A diploma combined with strong relevant experience may be considered.
• Minimum 2 years of relevant professional experience in administration, finance, human resources or logistics, preferably with an NGO, international organisation or UN agency.
• Demonstrated practical experience in at least two of the four functions covered by this position, and a clear willingness and capacity to learn the others.
• Strong computer literacy, in particular MS Excel (formulas, trackers, reconciliations), MS Word and Outlook.
• Fluency in Arabic (spoken and written) and good working knowledge of English sufficient to complete forms, correspondence and reporting in English.
• Resident in Tikrit or willing and able to relocate; good knowledge of the Salah al-Din market, suppliers and administrative environment.
• Experience liaising with local authorities and the NGO Directorate in Salah al-Din.
• Ability to travel and reside in field locations as required

The list above is not strictly definitive; an employee working within the framework of these tasks may carry out other tasks if asked to do so by his/her line manager.

Only applications that clearly demonstrate compliance with the required qualifications, relevant experience, and educational requirements outlined in the job description will be considered.

To apply, please complete the Google Form using the link provided below and ensure that you select the correct position reference before submitting your application.

Click here to apply  

Female candidates are strongly encouraged to apply.

Please note that TGH reviews applications on a rolling basis and reserves the right to close this vacancy as soon as a suitable candidate has been identified. We therefore encourage interested candidates to submit their applications as early as possible.

Important: Only applications submitted through the Google Form link will be considered. Applications sent by email or submitted in hard copy will not be accepted.

العربية

سيتم النظر فقط في الطلبات التي تستوفي المؤهلات المطلوبة، والخبرة العملية ذات الصلة، والمتطلبات التعليمية المحددة في الوصف الوظيفي.

للتقديم، يرجى تعبئة نموذج Google من خلال الرابط أدناه، مع التأكد من اختيار الرقم المرجعي الصحيح للوظيفة قبل إرسال الطلب.

Click here to apply  

تشجع منظمة TGH النساء المؤهلات على التقدم لهذه الوظيفة.

يرجى العلم أن منظمة TGH تقوم بمراجعة الطلبات بشكل مستمر، وتحتفظ بحقها في إغلاق الإعلان الوظيفي بمجرد اختيار المرشح المناسب. لذلك، ننصح الراغبين بالتقديم بإرسال طلباتهم في أقرب فرصة ممكنة.

هام: لن يتم النظر إلا في الطلبات المقدمة من خلال رابط نموذج Google المخصص. ولن تُقبل الطلبات المرسلة عبر البريد الإلكتروني أو المقدمة ورقيًا.