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Head of Support Services

Cox's Bazaar

  • Organization: DRC - Danish Refugee Council
  • Location: Cox's Bazaar
  • Grade: Mid/Senior level - Mid/Senior - Internationally recruited position
  • Occupational Groups:
    • Administrative support
    • Managerial positions
  • Closing Date: Closed

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Head of Support Services to ensure the continuation and stabilisation of the startup of systems and processes in Logistics/Procurement, HR and Finance, taking over from DRC’s Emergency Response team. This is an opportunity for a strong HoSS to shape a new country programme and ensure best practices are applied from the outset.

About the job

The Danish Refugee Council (DRC), one of the world’s leading NGOs, with a focus on responding to displacement, has been registered in Bangladesh since 2013. In 2017, in response to the Rohingya influx, DRC is preparing to launch an integrated programme of support to the government in site management, shelter/NFI and protection. As a key part of this, DRC is opening up a main office in Cox’s Bazar, and a support/liaison office in Dhaka.

The Head of Support Services will offer overall direction and management of all support services in DRC Bangladesh. The HoSS will ensure the existence of effective and efficient support services in the areas of finance, administration, human resources, procurement and logistics.  He/She will play a key role in developing and implementing country specific strategies as well as devising, implementing and improving operational systems, processes and policies in support of DRC’s mission in Bangladesh, in line with DRC operational standards and procedures. Your main duties and responsibilities will be:

Finance:

In link with Finance Manager:

  • Ensure financial regulations, procedures and documentation requirements are adhered to in DRC country operation.
  • Provide overall financial planning support to Team Leader, advise on spending and financial spending strategies, provide accurate financial outlook of the programs on a regular basis.
  • Provide inputs to budget development and guidance on overall financial management support to the budget holders.
  • Constantly check the integrity and robustness of financial procedures, possible mismanagement and suggest corrective actions to minimise losses.
  • Active anticipation of temporary breakdown of finance system, and misconduct by a member of staff despite the presence of effective internal controls and means for inspection.
  • Constantly train and groom finance staff to develop capacity in the country offices.
  • Implementation of a functioning, real-time master budget tool to Senior Management Team, and programme managers.
  • Regulation and monitoring of the overall spending in the programme, cost sharing and administrative cooperation between projects and personnel.
  • Active seeking for direction from the senior management team once suspecting or having discovered [early] signs of budgetary disparity, fraudulent activity, or administrative adversities thereof.
  • Reviewing of timely and accurate financial and administrative reporting to external parties, and to the headquarters.
  • Management of transparent and effective interaction with banks and other financial institutions, and agreements with authorities favourable to DRC and its beneficiaries.
  • Monitoring and regulating the movement of cash, liquidity management, the bank transactions and transfers, and the other personnel involved, beyond the set of internal controls.
  • Ensure that all necessary agreements, permits and licenses necessary for DRC‘s operations (including VAT exemption) are in place and keep updated on national Administrative rules and regulations pertaining to the activities of DRC.    
 
Administration/HR:

In link with HR Manager and Dhaka-based Liaison Office Coordinator:

  • Administrative leadership over effective implementation of the fundraising strategy and the relevant parts of the country strategy, ensuring procedural and system compliance, and paving way to organisational growth.
  • Ensure international staff visas are in place and followed up through correct processes
  • Ensure mandatory government reporting (FD7) is submitted and audit requirements are followed up
  • Manage DRC’s relationship with Dhaka-based legal advisor
  • Ensuring an honest, timely and quality delivery of administrative and financial operations and services at all levels of organisation hierarchy, through sound recruitment, firm internal controls and reporting, solid coordination between projects and personnel, and internal audits.
  • Facilitation of continued learning and improvement through training, coaching, and communication amongst personnel, and organising sessions for self-evaluation and goal-setting.
  • Development and evaluation of DRC concepts and budgets, cost saving strategies through administrative and finance staff, and with the senior management team. 
  • Ensure that effective HR policies are in place and implemented.
  • Upholding of the Code of Conduct among the personnel at country office and in field locations through personal example.
  • Ensure a sound HR and payroll management system compliant to DRC HR policies is in place.
  • Manage all aspects of HR leave and travel (including the expatriates).
  • Ensure a well-functioning staff complaint reporting and handling mechanism is in place.
  • As a member of senior management team, ensuring that agreed measures for safety and security are in place and adhered to by all staff, including but not limited to the upkeep of MOSS standards, security and evacuation plans, and staff movement.
  • Conduct of other duties as agreed with Senior Management Team or assigned by the Head of Programs Bangladesh.

Logistics and Procurement:

In link with Logistics and Procurement Manager:

  • Provide supervision to country procurement and logistics inclusive of related information management and maintenance, requests for quotations, quality control and ensuring the set procedures are followed.
  • Supervise country procurement and logistics personnel, and ensuring logistics team’s close cooperation with the departments for admin/finances, human resources and program operations.
  • Monitoring procurement procedures and ensuring that items are accounted for and quality/quantity controlled in stock reports and asset inventory management system.
  • Providing support to Bangladesh Logistics Manager in timely management and updating of all logistics reports and information as required by the organisation.
  • Standardisation of all service contracts.
  • Ensure proper guidance to Bangladesh Logistics Manager in vehicle and equipment maintenance/repair schedule and value-for-money services to the vehicle fleet/equipment.
  • Ensure maintenance, updating and sharing of procurement and logistics reports on observations concerning staff conduct/performance and use of organisation’s assets; and DRC/DDG monthly reports on fuel, inventory, and equipment maintenance/repair and in stock reports.
  • Manage and implement Information Technology systems.

Coordination:

  • Maintain a network with other INGOs on logistics, finance, HR and administration-related topics and ensure a proactive communication with all relevant stakeholders.
  • Share and coordinate administration and finance related information with the Head of Programs and other staff, and attend any internal coordination meetings.
  • Liaise with donors and government officials, especially as relates to issues of compliance, registration and audit.
  • Ensure timely communication with HQ, Programme Managers and Team Leader in Bangladesh concerning all issues related to finance, administration, HR, procurement and logistics.

Any other duties as agreed with the Emergency Team Leader.

About you

To be successful in this role we expect the following:

Essential:

  • Post graduate degree in Business Administration, Finance or Accounting
  • 7 years INGO or other international agencies experience in operational systems management in international humanitarian set up, including demonstrated ability to set up operational systems in a new and growing programme and direct experience of delivery of humanitarian programme in an emergency response.
  • Excellent knowledge in preparing major international donor reports and knowledge of major donor rules including UN agencies, ECHO, EC, DFID, DANIDA and USG.
  • Possess strong analytical and conceptual skills.
  • Proven Management Skills.
  • Excellent communication skills in English is required.
  • Strategic ability

Desirable:

  • Experience working for an INGO in Bangladesh in an administrative capacity and knowledge of the legal framework for INGOs in Bangladesh
  • Bengali language skills

 

Competencies

  • Proven ability to manage large varied workloads and deal constructively with stress and periods with long hours.
  • Proven ability to prioritize tasks, meet deadlines and work with limited supervision.
  • Proactive, stable and robust character and a good team player.
  • Excellent communication skills, calm and a good sense of humour.

Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels.

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 DRC’s vision and values. 

 

We offer

Contract length: 6 months with possibility of extension based on funding and performance

Level: A10

Designation of Duty Station: Unaccompanied.

Start date: Mid-January 2018

 

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to drc.ngo under Vacancies. For questions regarding the vacancy please contact Tess Elias, DRC’s Team Leader in Bangladesh, tess.elias@drc.dk

 

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

 

Closing date for applications: 30th November

If you have questions or are facing problems with the online application process, please contact job@drc.dk.

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

This vacancy is now closed.
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