Organization: Expertise France – French Public Agency
Location: Ankara
Grade: Level not specified – Level not specified
Occupational Groups:
Managerial positions
Closing Date: 2024-05-05
Expertise France is looking for a Deputy Team Leader (M/F), to be based in Turkey (expatriate), who will play a vital role in leading and ensuring that all support functions (admin/finance, procurement/logistics) provide high quality and efficient support to the VET4JOB programme implementation in Turkey. The post-holder will be directly responsible for ensuring that the VET4JOB programme operates in accordance with the Expertise France procedures and regulations.
The VET4JOB programme, funded by the Delegation of the European Union to Türkiye (44M€ over 5 years), is supporting the development of skills for refugees and host communities in Turkey, for both adults and adolescents, through high-quality vocational training and apprenticeship training, in line with the needs of the labour market.
Phase I of the programme will end in September 2024, while Phase II started in March 2024 for a duration of 57 months. Phase II is carried out jointly by the Peace, Stability, Security department (P2S) and the Human Capital and Social Development department (CHDS) of Expertise France.
The VET4JOB programme aims to (i) increase the demand and access of refugee and Turkish youth (14-22) and vulnerable adults to high-quality apprenticeship training, vocational training, and guidance services; (ii) support the fight against child labour; and (iii) increase social cohesion between refugees and host communities.
A- About the position
The Deputy Team Leader will support the Team Leader in the management and coordination of the VET4JOB programme so as to ensure efficient and quality implementation of the activities. To this end, s/he will supervise national operations/support staff within the team based in Ankara, Turkey.
The main purpose of the Deputy Team Leader position is to ensure that all support functions are providing high quality and efficient support to the VET4JOB programme implementation. The Deputy Team Leader will oversee all support/operations functions under Phase II of the programme. Considering the overlap period between Phase I and Phase II from March to September 2024, the post-holder may be involved in Phase I to some extent.
The following list of tasks and responsibilities is not exhaustive, and may evolve according to needs.
Main responsibilities:
Lead the strategic development, management and implementation of the support operations;
Contribute to the strategic planning and piloting of the programme, including by providing relevant information and progress report on expenditures and procurement;
Set up, supervise and follow-up on management tools, especially with regards to procurement and contract management;
In collaboration with the Team Leader, update project planning and follow-up documents/tools;
Ensure support for annual programme planning and review processes;
In close collaboration with the Team Leader, ensure adequate coordination and alignment of operational support with programme plans;
Support the Team Leader in daily project and team management as required, and act as interim Team Leader when required;
Supervise all contractual aspects of the programme, in coordination with the Project Managers at HQ, and the Expertise France Department of Legal Affairs;
Within the framework of the VET4JOB programme, ensure compliance of all processes related to procurement, logistics, finance and HR/administration with the Expertise France procedures and guidelines, within the country;
Ensure the existence of effective and efficient support services in areas of finance, administration, HR, and procurement;
Contribute to the review and improvement of procedures and tools related to the VET4JOB programme, and develop additional tools as necessary;
Line and functional management of support team managers (Finance/admin and Procurement/logistics) and overall supervision of support team members;
Ensure timely and appropriate communication with the Team Leader, Projects Managers (HQ) and Heads of Unit (HQ), concerning all issues related to finance, procurement, administration and human resources, and work proactively to resolve differences and prioritize time-sensitive tasks;
Act as focal point for auditors during audits of the VET4JOB programme, and oversee the preparation of all audits related to the programme, preparing audit responses and ensuring implementation of accepted recommendations.
More specifically, the position will entail the following tasks, among others:
Overall supervision of finance functions:
Ensure, with the Team Leader, financial reporting, forecasting and budgeting;
Supervise budget forecasts and financial reports for presentation to partners during steering committee meetings;
Ensure the financial efficiency and effectiveness of project’s operations, reporting any concerns in financial controls and procedures to the Team Leader, HQ Project Managers and any other relevant department at HQ;
Oversee and supervise the implementation of EF financial policies and procedures;
Ensure compliance of expenditures and related documentation with EF and donor policies and procedures;
Support implementing partners in abiding by EF financial rules and guidelines, ensuring adequate understanding, implementation and compliance of procedures by all parties involved in the VET4JOB programme.
Overall supervision of procurement and logistics functions:
Support the planning, implementation and monitoring of procurement of services, equipment, and supplies throughout the full procurement lifecycle (identification, formulation, preparation procurement documents, analysis of bids/bidders, evaluation, selection, contract preparation and signature, monitoring of implementation and deliverables, invoicing, etc.);
Contribute to procurement documentation (guidelines, terms of reference, technical specifications, evaluation forms etc.);
Develop and update planning and reporting tools with regards to procurements (procurement plan, etc.);
Ensure effective coordination with all implementing partners, the Project Team and the EF on all matters related to procurements.
Overall supervision of HR/administrative and compliance functions:
Ensure that all administrative and legal-related systems are accurate and adequately maintained throughout the programme period;
Based on EF internal handbooks, policies, and procedures, as well as donor and legal regulations, manage tools and methods for independent and systematised compliance checks on high-risk issues and procurement;
Liaise directly with auditors and other relevant stakeholders on issues related to compliance, registration, and audit;
Oversee the preparation of all audits related to the programme, preparing audit responses and ensuring implementation of accepted recommendations.
Team management:
Lead and manage the support teams, including staff members directly managed, ensuring their performance, well-being and development;
Build the capacities of the operational support staff as needed, through frequent training sessions and coaching support.
B- Requirements
Professional competencies and experiences:
Minimum 5 years’ experience in a senior management or similar position, with exposure to procurement and administrative procedures;
Master’s degree in international development, economics, business management, accountancy, or any other relevant field;
Proven operational experience in at least one of the following thematic areas: finance, procurement, administration. Good understanding of all three thematic areas would be a strong asset;
Advanced knowledge of finance, procurement, and admin procedures, and in particular of French and European public procurement procedures and regulations;
Knowledge of European Union rules and regulations is strongly preferred;
Experience in implementation of international technical assistance projects would be considered an advantage;
Experience working on large-scale development programmes would be desirable;
High degree of proficiency in Microsoft Office suite (especially Excel);
Prior experience in Turkey would be an asset;
Prior experience with Expertise France or AFD is highly desirable.
Behavioural competencies:
High degree of initiative, autonomy, and pro-activity;
Strong teamwork capacity and advanced people skills;
Advanced organisational skills, problem-solving skills, attention to detail, and ability to multitask;
Planning and delivering results;
Managing resources to optimize results;
Communicating with impact and respect.
Language skills:
Fluency in English, both written and verbal;
Prior knowledge of Turkish language would be a strong asset but not mandatory; willingness/commitment to learn Turkish basics is required;
Working knowledge of French would be an asset.
C- Additional information
Type of contract: Fixed-term contract (full-time, expatriate)
Duration: 1 year (renewable up to 4 additional years)
Duty station: Ankara, Turkey, with possible travels to areas of intervention across Turkey
Preferred start date: as soon as possible
Line manager: Team Leader (Ankara-based)
Functional manager: Heads of Unit (HQ – Paris-based)
Line management of: Procurement manager; Admin & finance manager
To apply, please submit a CV and cover letter, both in English, before 05/05/2024, through this link: https://expertise-france.gestmax.fr/apply/11048/1. Due to the urgency to fill this role, applications will be reviewed on a rolling basis; therefore a candidate may be selected before the indicated deadline.
Early applications are encouraged. Incomplete applications will not be considered. Only shortlisted candidates will be contacted.