Head of Operations Syria

Do you have strong leadership skills with the ability to empower staff and build collaborate teams with national and international staff? Do you also have experience with administration, procurement, logistics and human resource management? Then this might be the position for you!

NCA has collaborated with local partners in Syria since 2012 and in 2021 NCA opened its country office in Damascus, Syria. The programme portfolio has a thematic focus on WASH and GBV, including cash assistance, implemented in partnership with local actors or by self-implementation. The country office focuses on humanitarian assistance such as early recovery but is also responding to sudden onset crisis like the earthquake in early 2023. NCA Syria is an active member of the coordination mechanisms such as clusters and INGO forums.  NCA Syria works in several governorates across Syria, also through its local partners. The Country Office is located in Damascus, and a field office was opened in Aleppo in 2023.
NCA is seeking a Head of Operations in Syria for minimum one year with possibilities for extension.

The position will be primarily based in Damascus, Syria with expected field travel across the country. Please note that Syria is a non-family duty station for NCA.

Duties and responsibilities

The person hired will work closely with the Country Representative and Department Heads to ensure operational support in the areas of administration, procurement, logistics and human resources are provided effectively and efficiently for successful implementation of the NCA Syria Program. You will participate in the Senior Management Team (SMT) to provide informed guidance and input to the SMT to further shape and develop the NCA Syria office. The right candidate will also represent NCA to relevant stakeholders to enhance cooperation, visibility and coordination.

Administration

Ensure an effective administration with:

• In collaboration with administrative officer manage service contracts for maintenance.
• In collaboration with the country director, manage rental agreement of office and guest houses, and be responsible for office location and adequate guesthouses.
• In collaboration with administrative officer, manage contracts related to HR such as insurances, psychologist, etc.
• Manage admin staff and their follow up of inventories and consumables, ensure there is a system with regular counting and monitoring.
• Manage office cycle, announcing days off, plan celebrations and events.
• Complete the admin manual describing how the office work, working  hours, how to request work tools and how to submit complaints such as maintenance needs etc.

Procurement and Logistics

• Oversee and organise the procurement and logistic team in Damascus and Aleppo, and ensure that relevant NCA routines and guidelines are applied according to NCA Operation Manual, in particularly NCA’s procurement manual.
• Quality assure procurement processes ensuring they adhere to NCA’s procurement manual and donor requirements.
• Ensure that NCA all documents under the procurement and logistics department are up to date and filed properly.
• Oversee and quality assure NCA Syria’s logistics activities and procedures, including but not limited to, transportation of goods, warehousing, asset register/keeping and fleet management.
• Ensuring there are regular in person meetings between NCA procurement and logistics department and NCA partners, and that these meetings include other relevant NCA colleagues from program and finance. 
• Ensure that there is a good coordination and collaboration between the procurement and logistics department and other departments.
• Prepare procurement plans for projects in collaboration with program managers.
• Apply tools for partner assessments and collaborate with finance and programs to assess logistics and procurement capacity and plan for capacity building.
• Ensure that internal policies and guidelines for the NCA Syria office is updated and in line with national legislation and the NCA Operation Manual and Procurement Manual.

Human Resources

• In close collaboration with the Country Director and Finance Manager, ensure all personnel related issues for the staff are carried out in accordance with NCA policies.
• Support the PDR process in Syria office, and remind managers to set PDR goals and follow-up talks with their staff.
• Building team spirit and be a role model for good collaboration between staff and departments, and build a culture of psychological safety at work, trust, a supportive work environment that builds confident, highly committed and skilled staff.
• In collaboration with HR offices, ensure that staff are adequately onboarded, provided training in PSAE, Code of Conduct, and other policies and tools.

Qualifications

• University degree in business and administration, logistics, management or other relevant fields of study.
• Minimum 5 years’ experience from a senior management position in a humanitarian/recovery context with similar responsibility.
• Proven experience working with procurement and logistics in humanitarian settings.
• Proven experience in building teams and delivering results in complex and volatile contexts.
• Experience with working to build capacity of local partners is an advantage.
• Experience from the Middle East is an advantage.
• Experience in working with institutional donors such as ECHO, UNCIEF, UNHCR, OCHA other relevant donors.
• Full English proficiency is a requirement, Arabic language skills is an advantage.
• it would be desirable if you have been on a Heat course within the last 2-3 years.

Personal traits

• Strong leadership skills and inter-personal skills with the ability to empower staff and build collaborate teams with national and international staff.
• Curiosity for innovation and change.
• Able to work independently yet function well in a team.
• Strong analytical skills and capacity.
• Able to work under pressure and observe often tight deadlines.
• Able to work in an unsecure environment.
• Able to plan, coordinate and lead processes that include multiple stakeholders and interests.
• Cultural sensitivity and adaptability–experience from the Middel East or a similar context is an advantage.
• Able to mentor, coach and support staff in their professional development.

We offer

• Exciting and meaningful projects with one of Norway's largest international organizations.
• Competitive terms and conditions and a comprehensive insurance and pension plan.

We encourage all qualified persons to apply for a job with us, regardless of gender, age, disability or cultural background. Through our recruitment portal,  you can register and submit your CV, write an application / cover letter and attach relevant certificates. Only applicants using this electronic portal will be considered for the position.  

We kindly ask you to carefully read the  ACT Code of Conduct for the prevention of misconduct, including corruption, fraud, exploitation and abuse, including sexual; and to ensure child safeguarding and the  Protection from Sexual Harassment, Exploitation and Abuse and Child Safeguarding policy before you submit your application. If you are the selected candidate for this position you will be asked to complete and sign our Code of Conduct and Protection from Sexual Harassment, Exploitation and Abuse, and Child Safeguarding Policy.  

In accordance with core humanitarian principles, NCA implements a range of safeguards to prevent or reduce the possibility of humanitarian aid falling into the wrong hands. This includes those individuals and groups who are subject to sanctions by the United Nations Security Council. As part of this process, NCA will screen the details of the successful candidates for this post against the sanctions lists maintained by the UN and by some of NCAs governmental donors.