Overview
Provide support to project field teams in the South area office in admin, HR, finance, logistics/fleet, procurement, and office management. Directly manage support teams in the South Area Office and liaise between the South support team and Country Office support teams.
Tasks Summary
- Responsible for the day-to-day management of the Rural Damascus office and Community Centers in the south.
- Ensure support systems (finance, logistics/procurement, fleet management, HR, and Admin) are set-up and functional.
- Responsible for monthly reporting against key performance indicators for support functions.
- Ensure overall team work, communication, and coordination among support departments.
- Work closely with program teams to understand their needs and how support teams can best assist.
- Ensure new and existing staff are aware of support procedures.
- Ensure documents and files are organized and stored securely.
- Support in managing support budget lines and provide inputs for forecasts/budgeting.
- Participate in senior level staff meetings and provide inputs on DRC SAO strategy.
- Support in managing field level donor/internal/external audits and reports related to support functions.
- Ensure support team operates efficiently when the Area Manager is on leave.
- Act as the key focal point for DRC engagement with local communities, landlords, utility providers, and suppliers/contractors.
- Support meetings with local police and security actors.
- Responsible for having an up-to-date monthly procurement plan for each project and a consolidated plan.
- Support ensuring inventory and assets lists are maintained and regularly updated.
- Support ensuring procurement activities are conducted in accordance with DRC's Operational Handbook.
- Support identifying vendors and registration on Dynamics.
- Support ensuring efficient management of vehicles and weekly planning of movement.
- Ensure updated market assessment to get best value for money for procurements.
- Drive the recruitment process of hiring new employees.
- Oversee HR procedures based on global policy.
- Support conducting staff induction and orientation in field office.
- Provide support to ensure staff are issued with phones, laptops and track usage and return.
- Prepare cash forecast and coordinate with Area level budget holders.
- Support ensuring all cash advances, distributions and payments are processed, cashbooks and vouchers maintained, and payrolls prepared.
- Direct management and capacity building/training of Support Service Team.
- Hold bi-weekly support service team meetings.
- Ensure performance reviews of Support Service Team members are conducted regularly and transparently.
- Provide coaching and mentoring to Support Service team members.
- Conduct all duties in accordance with the DRC Code of Conduct.
Experience Requirements
- Overall 4 years experience in support services functions (Supply chain, Fleet, Finance, HR) with I/NGO or high profile private company.
- Minimum 2 years of work experience in team leader /managerial role.
- Experience in the humanitarian sector preferred.
- Experience managing a team is mandatory.
Qualification Requirements
• Minimum Bachelor's degree in related discipline (business management, finance or public administration)