Head of Support Services

Are you an experienced Head of Support Services able to lead and develop our country programme, which is operating in the centre of a highly volatile and sensitive environment? If yes, then this position might be for you. 

Danish Refugee Council has been operating in the Middle East and North Africa for over a decade, running a combination of livelihood, protection, advocacy and relief projects. DRC has six project offices throughout Iraq, Lebanon, Syria, Tunisia/Libya, Turkey, and both a country and regional office in Jordan.

DRC’s mission in Turkey was established in 2013 and is working in South East with Syrian Refugees. The overall objective for DRC in Turkey is protection and promotion of durable solutions to displacement affected populations on the basis of humanitarian principles and human rights. DRC Turkey currently carries out activities through direct implementation and through National Partners in Hatay, Sanliurfa, Kilis and Kahramanmarash. DRC Turkey operation is mainly funded by ECHO, UNHCR, DANIDA and UNICEF, with a total portfolio of USD 14 Million.

About the Job

In close collaboration with the Country Director, the Head of Support Services (HoSS) prime objective is to promote optimal and accountable usage of resources. The HoSS is coordinating support services to ensure supervision of the country program so that DRCs operations are characterized by quality, consistency, proper time management, best prioritization of issues and compliance in lines with DRC country, regional and global strategic priorities, guidelines and requirements.

The position is intended focusing on capacity building of the existing structure in view of an expanding of the current Country Operation, plus strategically organizing how to better be able to manage the structural changes DRC will be performing globally during 2018, first of all the introduction and implementation of the ERP System

The HoSS is expected to have senior level management experience and a demonstrable successful track record of organizational development and resource mobilization, be able to conceptualize and articulate DRC’s vision, and have strong verbal and written communication skills required to translate the vision into action.

The post holder will ensure that the organization has the required and effective management structure, resources and technical capacity to manage and implement the humanitarian programming of DRC. The position reports to the Country Director. 

Duties and Responsibilities

Resources Management

• To participate as a member of the SMT in the development of the mission and the Annual Plan in accordance with the DRC relevant Global Policies and guidelines.
• Responsible for maintaining and improving resource management in the mission, together with SMT.
• To identify both short term and long term resource needs and translate these into objectives and priorities for future DRC projects in Turkey.
• To advise and inform the CD in regards the development, monitoring and assessment of the ongoing programs in terms of resource management.
• To participate in drafting project proposals, and on the use of resources according to budgets and policies.

• To manage, coordinate and coach functional head of departments.

• To lead and facilitate change management processes
• To be the senior management focal point and leading the overall country implementation of the new Enterprise Resource Planning (ERP) system. The implementation of the new ERP system is expected to take a significant part of HoSS work time in 2018. The overall purpose of the ERP Program is “to improve DRC efficiency and effectiveness by providing adequate IT system support for core business process by implementing one global ERP solution covering Supply Chain, Human Capital Management, and Finance, and update business processes as deemed necessary”.

• Oversight of field logistics systems, including CO office and sub offices set-up, stock control and management, transport, communications, customs and clearance.
• Ensure that DRC’s minimum standards of logistics procedures and country policies are introduced and adhered to, briefing and training all relevant staff as required
• Ensure controls, risk mitigation and compliance procedures are in place and that DRC’s anti-fraud and corruption policies are implemented and adhered to.
• Ensure that a centralized asset register is maintained; ensuring that all DRC program and operational assets are logged, issued with unique DRC asset numbers and are tracked.
• Ensure proper management of the entire process in the planning of procurement and supply chain activities, inventory control, logistics and distribution, ensuring effectively functioning processes.
• Oversee strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management and performance measurement
• Ensure Procurement team are managing the rosters of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanisms
• Ensure that procurement team prepares monthly, quarterly and annual procurement plans and progress reports as require.

• Responsible to ensure that all conducted operations (Fin, HR, P&L, IT and others) in accordance with the DRC’s Operations Handbook.
• Responsible to ensure that recommendations for improvements (e.g. from audits) are implemented in a timely manner.
• Lead the compliance self-check exercise in country.

• Oversee the Human resource management department.
• Ensure good utilization and follow-up on the HR management system.
• Verify every new project for HR core positions and make sure a recruitment plan is early developed.
• Oversight of the annual appraisal system.
• Ensure compliance with local legislation and provide support regarding all legal issues.
• Ensure that allegations of breaches of the Code of Conduct are reported, investigated and concluded swiftly.

• Oversee the Finance management department.
• Lead and standardize an open process of strategic financial analysis focus on risks & opportunities for DRC Turkey Country Operation.
• Supervision of all financial reporting and financial procedures for DRC and implementing partners, including audits, cash flow, legal framework and reporting to national authorities.
• Oversight of internal and external audits.
• Provide strategic guidance in regards to the preparation of master budgets and ensuring that monthly monitoring of expenditure informs management decision making.
• Ensure compliance with and adherence to DRC policies, guidance and handbooks and donor/auditor requirements
• Update and share general financial and administrative procedures, relevant policy issues etc.

• Minimum 10 years of relevant experience (including 3 years at senior management level) in international emergency and/or post-conflict settings, preferably with displaced populations.
• Represent a strong management and leadership skills.
• Advanced qualification and significant proven experience leading two or more from the focused functions.
• Proven ability with respect to the management of large-scale country programs.
• Experience in negotiating and advocating with government authorities and donors.
• Able to manage a large financial turnover and mitigate risk in a systematic manner.
• Experience of risk management including fraud mitigation and investigation.
• Experience in organizational development and implementation of policies regarding staff, code of conduct, anti-corruption measures and transparent management.
• Working experience in the MENA region.
• Fluency in English.

• Experience with ERP systems would be an advantage.
• Fluency in Arabic would be an asset.

In this position, you are expected to demonstrate DRC’ five core competencies: 

Striving for excellence: You focus on reaching results while ensuring an efficient process. 

Collaborating: You involve relevant parties and encourage feedback. 

Taking the lead: You take ownership and initiative while aiming for innovation. 

Communicating: You listen and speak effectively and honestly. 

Demonstrating integrity: You act in line with our vision and values. 

We offer

DRC will offer the successful applicant a 24 months’ contract with possibility of extension. You must be available to start work from 01 January 2018 and be willing and able to work in Antakya, South East Turkey with travel to field offices and Ankara.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates or Nationals; please refer to www.drc.org under Vacancies. This position will be placed at A10 for Expatriates (Antakya is a non-family duty station) and equivalent to A10 without Per Diem for National Staff.

Application process

Interested? Then apply for this position by clicking on the apply button. 

All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV only applications will not be considered.

If you have questions or are facing problems with the online application process, please contact recruitment@drc-turkey.org

Applications close 10 November 2017. The interviews are expected to take place within 1 week after the application close date.

Need further information?

For more details on this position please contact HR team at recruitment@drc-turkey.org

Please note that applications sent directly to HR team will not be considered.

For further information about the Danish Refugee Council, please consult our website www.drc.ngo