Head of Support Services (National contract)

Position Description

Background

The Danish Refugee Council (DRC) has been working in the South Caucasus since 1996 in addressing the displacement of approximately 900,000 IDPs in the region as a result of three main conflicts (in South Ossetia, Abkhazia and Nagorno-Karabakh). Currently DRC works on the issues related to the displacement of 273,944 IDPs (as per the Georgian IDP Ministry’s statistics of December, 2016) in Georgia proper and in Abkhazia. The caseload consists of a complex mix of old and new IDPs in Georgia proper and returnees in Abkhazia. Recently, Syrians of Caucasian origin and Ukrainians in Abkhazia were added to the group targeted by DRC interventions.

Currently DRC works through 4 offices in Georgia (including a main office in Tbilisi) in the following sectors:

• Livelihoods;
• Rehabilitation of community infrastructure and shelter; 
• Support to community services and education;
• Capacity building of Government bodies at the central and municipal levels;
• Protection monitoring, advocacy and civil society development.

DRC’s current donors are the EU Delegation to Georgia, the Norwegian MFA, BPRM and Danida.

The Head of Support Services will offer overall direction and management of all support services in DRC South Caucasus. The HoSS will ensure the existence of effective and efficient support services in the areas of finance, administration, human resources, procurement and logistics. She/he 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 South Caucasus, in line with DRC operational standards and procedures. Your main duties and responsibilities will be:

Finance:

• Ensure financial regulations, procedures and documentation requirements are adhered to in DRC country operation.
• Provide overall financial planning support to Country Director and program teams, 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 minimize 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 updates 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 favorable to DRC and its beneficiaries.
• Monitoring and regulating the movement of cash, liquidity management, the bank transactions and transfers, and the other personnel involved.
• Ensure mandatory government reporting is submitted to the Revenue Service of Georgia and audit requirements (both internal and externals) are followed up.
• 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:

• 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 organizational growth.
• Ensuring an honest, timely and quality delivery of administrative and financial operations and services at all levels of organization hierarchy, through sound recruitment, firm internal controls and reporting, solid coordination between projects and personnel, and internal audits.
• Ensure international staff visas are in place and followed up through correct processes.
• Facilitation of continued learning and improvement through training, coaching, and communication amongst personnel, and organizing 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 compliant reporting and handling mechanism is in place.
• As a member of Senior Management Team (SMT), 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.

Logistics and Procurement:

• 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 Logistic Officer in timely management and updating of all logistics reports and information as required by the organization.
• Standardization of all service contracts.
• Ensure proper guidance to Logistics Officer 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 organization’s assets; and DRC 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 key Program 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 concerning all issues related to finance, administration, HR, procurement and logistics.
• Any other duties as agreed with the Country Director.

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.
• 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.

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.

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. 

Duration: Until March 11, 2018 (probation period) with possibility of extension depending on performance and funding.

Start date: December 11^th, 2017

Report to: Country Director

Act as technical Focal Point and works closely withwith: Tbilisi based staff and coordinates with finance-admin teams, Area Managers in Abkhazia and Zugdidi.

How to Apply:

Applicants interested in this position, and whose qualifications match the requirements are welcome to apply by clicking on the apply button no later than November 26, 2017.

Please indicate at least two references with contact information.

Only short-listed candidates will be contacted for an interview.

DRC is an Equal Opportunity Employer.

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