Support Services Manager

Overview

Provides coordinated and strategic leadership for all support functions and ensures the smooth running of all support functions to meet the programme needs in line with the DRC Operations Handbook.

Tasks Summary

• Ensure adequate staffing is recruited and onboarded.
• Ensure Finance and HR systems are operational, including budget follow.
• Ensure Supply chain systems are operational, including warehouse management and cross border transportation.
• Ensure Framework Agreements are signed with key suppliers.
• Ensure staff are trained and capacitated in support functions.
• Produce regular reports to Senior Management on support services performance and risks.
• Ensure annual planning for support services is done and regular targets are met.
• Ensure project planning includes relevant support service requirements.
• Ensure resource mobilisation is realistic and meets the needs of support functions.
• Ensure support services are fit for purpose to meet programme needs.
• Be the focal point for compliance self-check, risk register, internal audit and results contract.
• Ensure monthly HR reports are produced and targets are met.
• Ensure quarterly HR tasks are completed on time.
• Ensure annual HR tasks are completed as per the Operations Handbook.
• Streamline HR responses across departments.
• Ensure the HR team fulfils daily tasks, such as recruitment, contract renewal/amendments, timesheet submission and leave tracking.
• Be the focal point for key administrative tasks, such as registration for the coordination unit.
• Oversee the team to ensure follow-up on routine tasks are carried out.
• Ensure procurement procedures are followed while being the focal point for tenders.
• Closely follow department KPIs and ensure timely and high-quality monthly report submissions.
• Be a focal point and decision maker for fleet movement cancellations.
• Work with the LPM to ensure sub-departments have targets and are meeting them.
• Primary budget holder for all support service lines and secondary budget holder for all support service lines.
• Responsible for budget monitoring and forecasting for support service budgets.
• Work with senior managers to monitor all grants.
• Ensure key annual finance tasks are completed.
• Work with finance to ensure programme teams clearly understand compliance requirements.
• Ensure monthly finance tasks are completed and in line with Operations Handbook procedures.
• Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility.
• Accountable for making significant decisions on what the unit does.
• Accountable for people management of direct reports.
• Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC.

Experience Requirements

• At least 5 years' experience in the similar role
• 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 financial monitoring processes
• Knowledge of code of conduct principles and the HR systems for performance management
• Knowledge of key donor policy and compliance procedures

Qualification Requirements

• A Master’s degree in Finance/Accounting or Business Administration

Other Details

Languages Required: • Full professional proficiency in English

Languages Preferred: • Arabic is an added advantage

Contract Duration: One-year contract with possibility of extension, subject to funding and performance.

Work Modality:

Remuneration: Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for International staff. This position is graded at M.F