Germany Mission Coordinator

Position Title: Germany Mission Coordinator

Job summary, aim and purpose: To lead and represent Takaful Al Sham Association in Germany by translating the Association’s international strategy into operational plans, local programs, and initiatives that serve the targeted communities and address their needs. The role ensures full compliance with German legal and financial regulations while building strategic partnerships and mobilizing resources to support the Association’s projects and international objectives under the direct supervision of the Director of Missions and International Offices.

Main tasks and responsibilities:

• Develop and implement outreach, networking, and stakeholder engagement plans with German institutions, NGOs, community centers, academic institutions, and professional associations to expand the Association’s partnership network and establish strategic cooperation agreements.
• Plan, manage, and oversee fundraising campaigns, local initiatives, and resource mobilization activities in full compliance with German and European fundraising regulations.
• Build, manage, and strengthen relationships with local donors and supporters in Germany in accordance with the Association’s approved fundraising policies and guidelines.
• Translate the Association’s strategic objectives into operational plans, projects, and local initiatives tailored to the needs and context of the target communities in Germany.
• Lead the implementation, supervision, and quality assurance of approved educational, capacity-building, vocational, and empowerment programs and activities.
• Lead and coordinate knowledge transfer initiatives by engaging highly qualified professionals residing in Germany and developing programs that strengthen the capacities of personnel inside Syria in accordance with the Association’s approved mechanisms.
• Develop context-appropriate project proposals and present them to local partners and potential donors.
• Manage the Association’s registered legal entity in Germany and ensure full compliance with applicable labor laws, municipal regulations, tax requirements, and other legal obligations.
• Issue day-to-day operational and administrative decisions within the delegated authority framework approved by the Association.
• Coordinate with external legal and financial auditors, including certified public accountants, and manage the execution of local service contracts in compliance with German regulations.
• Prepare the annual administrative and operational budgets for the Germany Mission and submit them for approval. Ensure that no expenditures or financial commitments are made without prior authorization from the Association’s management.
• Manage daily financial operations and accounting records in accordance with the Association’s financial policies and procedures.
• Manage the Association’s official bank accounts and approved electronic payment channels, perform reconciliations, and submit regular cash flow reports.
• Prepare and submit periodic monitoring, evaluation, quality assurance, and performance reports to the Association’s management for review and technical guidance.
• Prepare and submit all required compliance reports to German municipalities, tax authorities, and other relevant regulatory bodies, while regularly sharing complete copies with the Association’s management.
• Ensure that all emergency, exceptional, or strategic programmatic reports are submitted to the Association’s management for review and approval before being shared with any external entity or international donor, ensuring consistency in the Association’s institutional messaging.
• Immediately report and escalate to the Association’s management any significant developments, disputes, or operational decisions that may pose legal, reputational, or public-benefit risks.
• Ensure adherence to and compliance with accountability and protection procedures and report any observations.
• Respect and implement all safeguarding principles and protection from sexual exploitation and abuse, as well as the safeguarding policy, and commit to reporting any incident of sexual exploitation or abuse, or any violation of the safeguarding policy.
• Comply with all policies of the Takaful Al Sham Association and abide by administrative orders and disciplinary procedures in the event of any violations.
• Pledge to adhere to the Takaful Al Sham Association’s zero-tolerance policy regarding sexual exploitation and abuse, and report any violations immediately.
• Adhere to the Code of Conduct and the Association’s policies related to protecting children’s rights, preventing sexual exploitation, and working towards and upholding social justice.
• Any other additional tasks assigned by the direct supervisor within the scope of work.

Required qualifications and experience

1. Education: Bachelor’s degree (minimum requirement) in Business Administration, Public Administration, Political Science, Humanitarian or Development Studies, or any other relevant field.
2. Experience: Minimum of five (5) years of progressively responsible experience in managing non-profit organizations, training institutions, civil society organizations, or academic associations.
3. Languages: Full professional proficiency in both Arabic and German (spoken, written, and reading). Excellent command of English is considered a strong asset.
4. Local Context Knowledge: In-depth understanding of German legislation governing non-profit organizations and associations, tax regulations, and a strong understanding of the Syrian and Arab communities across Germany.
5. Networking and Partnership Development: Excellent interpersonal, communication, negotiation, and institutional representation skills with local stakeholders, community groups, and strategic partners.
6. Initiative and Accountability: Strong sense of ownership, proactive approach, and demonstrated ability to build teams and foster institutional collaboration with diverse stakeholders.
7. Leadership and Management Skills: Proven ability to lead teams, manage operations, and oversee activities within a governance-compliant organizational environment.
8. Organizational and Financial Management Skills: Excellent planning, organizational, budgeting, financial analysis, and official reporting skills.