The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 80 countries.

ROLE PURPOSE

The Operations Support Manager will provide strategic leadership and operational management for the Syria Programme, with a focus on ensuring effective and efficient operations, adherence to security protocols, and financial & Grants management. The role encompasses responsibilities related to operational planning, logistics, procurement, financial management, security management, team management, and compliance with organizational policies and procedures.

DIMENSIONS OF THE ROLE

The scope of the role will entail advising the Country Director and the Leadership Team on operational, financial, and security matters. The position holder will have constant communication with all Heads of departments (HoDs) regarding operational duties and will be responsible for training staff on operational procedures, security guidelines, and risk assessments and facilitating external training as necessary.

ACCOUNTABILITIES

Leadership and Implementation
• Develop operational plans aligned to PIL’s country strategic plan & Syria portfolio.
• Develop/ Adopt/ Review systems and procedures related to Operations, Finance & Grants.
• Ensure organizational risks are identified, mitigated, and managed adequately including fraud and corruption.
• Provide productive input in the development and/or review of Operational plans at the country level.
• Review the preparation of project-specific supply and procurement plans and annual logistic plans and reports about progress.

Operational Management
• Ensure the department’s operations are conducted in line with Plan Inc. policies, procedures and standards, donor rules, and local regulations
• Participate in the review and development of Logistics plans at the country level as required.
• Ensure training and capacity building is provided to staff and local partners
• Ensure adequate control mechanisms for Operations are in place.
• Coordinate international procurement and NFI when necessary and manage the importation and customs clearance of goods with the support of the Operations officer.
• Identify procurement needs and other Logistics requirements to support effective emergency response when required.
• Ensure audit actions for Operations are followed up and implemented in a timely manner.
• Perform regular needs analysis for the Programme and support services, taking appropriate actions when necessary.
• Ensure the team is effectively supported administratively with general office needs, including travel arrangements and visitor protocols for staff, lease agreements for offices, maintenance, and operation of the office are taken care of effectively, and other admin tasks.
• Propose fleet measures by lease/rental when necessary.

Financial Management
• Establish and review financial management systems, procedures, and controls to ensure compliance, transparency, and effective resource utilization.
• Communicate and report regularly with the Country Office and perform related tasks as required.
• Lead the annual budgeting process for the Syria Programme and prepare new proposal budgets and financial reviews in coordination with Plan International Lebanon.
• Manage program budgets, monitor financial disbursements, and ensure compliance with Plan’s and donors’ regulations and policies.
• Monitor program burn rates, and develop expense trackers, accruals, and spending projections.
• Provide justification for the KPIs
• Manage the end-of-year closing and audits, including those commissioned by donors.
• Coordinate designated project audits and oversee monthly billing and reimbursements.
• Provide financial approval for the development of FADs (Funding Approval Documents) and agreements. Lead on developing Funding Agreement Documents in coordination with relevant Plan International Lebanon and National Offices staff and ensures appropriate follow-ups including signatures are in place.
• Provide financial management training and technical assistance to local partners.
• Assist in budget development, realignments, and spend-down plans with partners.
• Ensure regular internal audits are conducted with partner organizations.
• Review and ensure compliance of partners’ reports, grants, and supporting documents with Plan’s and the donor’s regulations and policies.

Budget, Grants, and Report Preparation
• Review and monitor operations for assigned areas
• Produce periodical quality reporting and analysis
• Review and approve the departmental procurement plan and stock replenishment strategies proposed.
• Coordinate with the team regarding grants reports
• Support and monitor the programmes team on procurement/logistics expenditure
• Guide and endorse the organization’s Fixed Assets and Stock replacement/ disposal yearly plan.
• Produce updates to management on major issues in the department when required
• Review all security and vehicle incident reports and follow up on the implementation of recommended management response actions in close coordination with Plan International Lebanon Security Manager.
• Review and consolidate quarterly compliance reports.
• Proactively identify compliance risks throughout the portfolio and advise programs, operations, finance, and senior management on necessary actions.

Team Management
• Ensure performance management by coaching, monitoring, capacity building, creating a positive and enabling working environment
• Coordinate with the team regarding reporting on grants.

OTHER RESPONSIBILITIES
• Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

KEY RELATIONSHIPS

• Internal: The job holder has a close working relationship internally with the following departments and/or functions: Strong working relationship with all Department Heads, PMs as well as Country Leadership Team in specific and broader Plan Lebanon staff in general, Providing technical guidance and direction to the Team through matrix relationship, Strong collaboration with regional and GH Technical team
• External: The job holder has a close working relationship externally with the following departments and/or functions: Vendors/partners: Fostering strong and strategic relationships in their engagement with PIL, Likeminded NGOs and UN Agencies in building a network, addressing common issues, as well as experience sharing, INSO, LHIF, and UN Security Officer/office, Other Private and Government Offices in mitigating security risks & relevant issues

TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

Demonstrable knowledge and understanding of:
• Donors’ strategy and requirements;
• Humanitarian principles and “do no harm” approach.

Qualifications and Experience
• A Bachelor’s Degree (Master’s Degree is a plus) in Finance, Business Administration, or any other related field.
• At least five years of demonstrated experience in humanitarian/refugee settings in a related field
• A Minimum of 5 years of experience in financial oversight with an NGO/INGO
• Experience in working with donors
• Demonstrated knowledge and understanding of procurement and logistics experience with a track record of operational service level and efficiency improvement
• Demonstrable knowledge and experience in security management, advisory, analysis, and capacity-building role in an international organization setting

Skills
• Operating in fast-paced and fast-changing unpredictable environments
• Strong decision-making skills in a matrix environment
• Proven leadership skills in building and managing large teams
• Excellent analytical and negotiation skills are required
• Strong organizational abilities; able to prioritise and manage short-term and continuing projects across diverse themes despite competing deadlines
• Strong commitment to child safeguarding & Antifraud policies both inside and outside the workplace
• Ability and experience in adapting to systems & processes
• Strong character traits, including teamwork, striving for high performance, emotional stability, resilience, adaptability, ability to handle stress, strong initiative and self-motivation, cultural and gender sensitivity, honesty
• Excellent written and oral communication skills in English and Arabic.

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable
• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact
• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together
• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

LEVEL OF CONTACT WITH CHILDREN

Low contact: No contact or very low frequency of interaction

TRAVEL
Regular international travel may be required.

Location: Beirut

Type of Role: Operations, Finance, Grants, Emergency Response

Reports to: Head of Syria Programme

Grade: D2

Closing Date: July 13, 2023

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.