Support Services Manager

Job title: Support Services Manager

Reporting to: Area Manager

Location: Arua

Overall purpose of the role:

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.

Geographic scope: Area (West Nile South)

This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to base operations.

KEY DUTIES AND RESPONSIBILITIES

Planning and strategy

• Ensure that annual planning for support services is done and regular targets are met and that these are linked to the coordination unit for country-wide consistency
• Ensure that project planning includes relevant support service requirements (such as lead times and appropriate budgets)
• Ensure that resource mobilization is realistic and meets the needs of support functions, by using the operations budget to input to donor proposals
• Ensure that support services are fit for purpose to meet programme needs
• Be the focal point for the compliance self-check, risk register, internal audit and results contract

HR support

• Ensure that monthly reports and produced and that targets are met by the department, while being a link to the HR coordination unit
• Ensure that quarterly tasks are completed on time (such as staff induction, Code of Conduct training and leave planning)
• Ensure that annual HR tasks are completed as per the Operations Handbook (e.g. Performance & Development Reviews)
• Streamline HR responses across departments (e.g. support on organogram development)
• Ensure the HR team fulfils daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission and leave tracking

Administration Support

• 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 (guesthouse supplies, visa applications, phone credit purchase, utilities bill payments, rental and lease agreements).

Logistics and Procurement Support

• Ensure procurement procedures are followed while being the focal point for tenders together with the coordination unit (including being the chairman for most major tender committees)
• Closely follow department KPIs and ensure that monthly report submissions are timely and of high quality
• Be a focal point and decision maker for fleet movement and cancellations in line with AM advice
• Work with the AM to ensure each of the sub departments (procurement, fleet, assets, warehouse and IT) have targets and are meeting them, in line with Operation Handbook procedures

Finance

• Be a focal point and decision maker for fleet movement and cancellations in line with AM advice
• 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 budget monitor all grants
• Ensure that key annual finance tasks are completed (such as the annual reports)
• Work with finance to ensure programme teams clearly understand compliance requirements
• Ensure that monthly finance tasks are completed (payroll, SOS, PIT, cashbooks and cash forecasts) and in line with Operations Handbook procedures

Experience and technical competencies: 

• At least 5 years’ experience in 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 monitoring processes
• Knowledge of code of conduct principles and the HR systems for performance management
• Knowledge of key donor policy and compliance procedures
• Full professional proficiency in English

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Education:

• University degree in Supply Chain or Finance or related relevant field.
• A Master’s degree in a related field
• A professional qualification in Accounting or Finance

Languages

• Fluency in English.
• Fluency in local languages would be an asset.

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.

We only accept applications sent via our online-application form on www.drc.dk under Vacancies. Applications close on 31st August, 2021.

Equal Opportunity

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels in light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunity: DRC is an equal opportunity employer, we value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethinic origin, colour, race, marital status or other protected characteristics.