General objective of the job

The Operations & Access Manager at organization Syria (NES) office works to support the efficient operational processes, safety and security measures for staff and the organization's activities within the region. This position is essential in facilitating organization’s ability to effectively deliver its humanitarian programme by ensuring effective operational support and access, among others through assisting in building strategic relationships with relevant authorities. Furthermore, the Manager takes on the responsibility of enhancing the capacity of staff members at organization and partner level, thereby contributing to a safer and more secure operational landscape. The postholder plays a crucial role in liaising with various stakeholders and partners, overseeing critical operational support processes (including finance, logistics and HR) and maintaining a consistent flow of contextual information, ultimately contributing to the organization's mission of supporting children affected by conflict in NES. Through a collaborative approach and under the guidance of the Area Manager NES, s/he ensures compliance with organizational standards, facilitates inter-departmental communication, and strives for operational excellence in a dynamic and complex environment.

Position in the organization.

The Operations & Access Manager reports directly to the Area Manager in Northeast Syria and while receiving technical support and oversight from the Head of Finance & Operations

Primary Responsibilities:RESPONSIBILITY 1: PROCUREMENT, ASSET, AND IT MANAGEMENT

• Lead the development, updating when needed, and implementing local procurement guidelines to align with Hub needs, ensuring the creation and organization of comprehensive procurement files.
• Direct and ensure both organization and partner staff adhere to organization and donor procurement procedures, conducting orientation and skill development sessions as necessary.
• Oversee and coordinate closely with partners, program teams, finance department, and area manager NES to supervise the entire procurement process and track logistics budgets under the different projects.
• Conduct and oversee in Service Provider Performance Evaluations and ensure the consistent archiving of procurement files according to organization’s standards.
• Lead the regular updates of organization’s asset list management, conducting periodic inventories to assess the status of assets and equipment.
• Manage the installation, protection, and maintenance of assets and IT equipment, ensuring all communication tools (internet, phones, devices) remain operational.
• Oversee and ensure that organization premises meet all operational requirements, including space, security, equipment, and furnishings, while also overseeing lease agreement renewals and maintaining relationships with landlords.
• Recommend equipment and facility upgrades to enhance overall working conditions and security measures.

RESPONSIBILITY 2: VEHICLE FLEET MANAGEMENT:

• Lead in the planning and execution of the vehicle fleet in coordination with the security officer.
• Oversee and ensure all vehicles have administrative documents, registration and driving license up to date.
• Ensure service providers/drivers are following up the movement procedures.
• Ensure tracking of movement (logbook, tracking app) are in place and are used correctly in coordination with security officer.
• Oversee fuel consumption and vehicle mileage are monitored, consolidated, analysed and recorded.
• Manage drivers and ensure general training/information are provided.

RESPONSIBILITY 3: ADMINISTRATIVE AND FINANCE OVERSIGHT

• Act as a mentor and guide to the Finance & Admin officer, ensuring their tasks align with the organization's financial and administrative standards.
• Support and collaborate with the Finance Manager at CO in the training and inductions to partner staff.
• Oversee the consistent application of organization’s policies across operations, ensuring compliance at all levels both at organization field level and partner level.
• Manage and facilitate seamless communication between departments, resolving any potential misalignments or misunderstandings.
•  Including communication between organization and partners.Scrutinize expenditure reports, validating their accuracy and ensuring they adhere to both organizational and donor stipulations.
• To efficiently assess and refine administrative processes, leveraging technology and best practices to drive efficiency.
• Monitor the budget expenditure and ensure budget availability before committing any cost.

RESPONSIBILITY 4: LINE MANAGEMENT & STAFF MENTORING

• Collaborate with relevant managers to identify organization activities at risk and develop strategies to address those challenges.
• Oversee onboarding security orientations for new hires and consultants.

RESPONSIBILITY 5: OPERATIONAL OVERSIGHT & STAKEHOLDER ENGAGEMENT:

• Work with the Area Manager NES to create main security and access protocols and SoPs.
• Stay updated on local safety issues, counting on access and liaison officer for on-the-spot news and detailed safety information.Build and keep strong strategic ties with local authorities and other important groups.
• Oversee all reports and documentation, with the Liaison & Access Officer managing daily details and interactions.
• Oversee the strategic direction of reporting processes, ensuring timely submissions and insights for improvement.
• Participate in evaluating and report on partner performance in alignment with organization’s objectives and collaboration standards.

• Bachelor's degree in a related field
• 3-5 years’ experience in operations or access coordination, preferably in humanitarian contexts.
• Experience in conflict regions is a plus.Previous experience with international NGOs, particularly in related fields.

Skills Required:

• Strong organizational, coordination, and strategic planning skills.
• Relationship-building with diverse stakeholders.Proficiency in team leadership and management.
• Effective written and verbal communication.Cultural sensitivity; proficiency in local languages of Northeast Syria is a benefit.

We Offer

A dynamic and challenging work environment, with opportunities to grow and enhance your skills.

A fair salary and comprehensive secondary benefits including opportunities to develop professionally.

Working as part of a multinational team who is hands on to make change happen