Overview
Provides coordinated and strategic leadership for all support functions and ensures the smooth running of all support functions to meet program needs. Ensures donor compliance and auditability of documentation.
Tasks Summary
- Ensure annual planning for support services and meeting targets.
- Ensure project planning includes support service requirements.
- Ensure resource mobilization meets support function needs.
- Coordinate gap analysis.
- Ensure support services meet program needs.
- Act as focal point for compliance self-check, internal audit, and results contract.
- Maintain training calendar and provide training to program staff.
- Ensure implementation of DRC financial policies and Bangladesh laws.
- Ensure monthly HR reports are produced and targets are met.
- Ensure quarterly HR tasks are completed.
- Ensure annual HR tasks are completed.
- Streamline HR responses across departments.
- Ensure HR team fulfills daily tasks.
- Track capacity-building and trainings for all staff.
- Oversee efficient Human Resource management.
- Oversee HR procedures with Country Office.
- Act as focal point for critical administrative tasks.
- Oversee team for routine administrative tasks.
- Ensure optimization and fair usage of available resources.
- Lead, coordinate and support admin teams with premise acquisition, office maintenance, cleanliness and communication with landlords.
- Ensure procurement procedures are followed.
- Closely follow department KPIs and ensure timely report submissions.
- Act as focal point and decision-maker for fleet movement cancellations.
- Work with SCM to ensure sub-departments have targets and are meeting them.
- Primary budget holder for all support service lines.
- Support Area Manager for Master Budget production and maintenance.
- Responsible for budget monitoring and forecasting for support service budgets.
- Work with budget holders in proposal development.
- Work with senior managers regarding budget monitoring of all grants.
- Ensure critical annual finance tasks are completed.
- Work with finance and compliance team to ensure program teams understand compliance requirements.
- Ensure monthly finance tasks are completed.
- Prepare financial reports for donors, internal reports and budget follow-up.
- Ensure thorough and effective budgetary control.
- Consolidate program and support budgets for funding bids and revisions.
- Reinforce existing procedures and systems for financial management and control.
- Oversee organization and maintenance of financial and administrative archives.
- Oversee IT systems for effective functionality, connectivity, and data security.
- Supervise IT staff and ensure timely troubleshooting and maintenance.
- Coordinate with HQ HUB IT teams to implement global IT policies.
- Lead with IT focal person for staff training on IT systems, cybersecurity awareness, and use of digital tools.
- Ensure SharePoint is organized.
- Coordinate internal budget monitoring meetings.
- Participate in relevant working groups.
- Carry out support related donor, govt and other stakeholder related engagement.
- Coordinate with Head of Support Services and country support services teams.
- Coordinate with ASMT on identify risks and support on updating the risk register.
- Comply with all safety rules, policies, and procedures.
- Report safety incidents, near-misses and other relevant information.
- Accountable for achieving DRC’s strategic goals and objectives.
- Accountable for making significant decisions on unit functions and commitments.
- Line manages and provides technical management to Finance, Supply Chain, HRA and IT staff.
- Accountable for people management of direct reports.
- Accountable for making sound decisions based on DRC policies and standards.
- Perform any other duties as requested by the Line Manager.
- Ensure efficient support is extended during internal and external audits.
- Ensure filing and archiving are in place and followed by all respective teams.
Experience Requirements
- At least 5 years' experience in similar roles.
- At least 3 years' experience with people management.
- Knowledge of project cycle management.
- Knowledge of supply chain management and procurement processes.
- Knowledge of budget cycle and monitoring processes.
- Knowledge of code of conduct principles and HR systems for performance management.
- Knowledge of key donor policy and compliance procedures.
Qualification Requirements
• Master’s Degree in the relevant field of studies.
