Support Services Manager, West Nile Region

Arua

Organization: DRC - Danish Refugee Council
Location: Arua
Grade: Mid/Senior level - Mid/Senior
Occupational Groups:
- Operations and Administrations
- Administrative support
- Procurement
- Managerial positions
Closing Date: Closed

Background

DRC has been providing relief and development services in the Horn of Africa since 1997. Using a human rights framework, the DRC East Africa and Yemen (EAY) operation focuses mainly on people who are affected by displacement, including refugees, internally displaced, and migrants in Kenya, Somalia, Ethiopia, Djibouti, Uganda, Tanzania and Yemen. The EAY Regional office also supports non-operational initiatives, focusing on mixed migration issues, civil society engagement, and advocacy and policy initiatives related to displacement.

In Uganda, DRC works in North, North-Western, South-Western and North-Eastern regions in a range of emergency and development support for refugees and displacement-affected communities (for more information go to www.drc.ngo).

Purpose

The Support Services Manager, West Nile will assist the Area Manager in the management and direction of support functions in the West Nile region and in accordance to DRC guidelines. He/she will be offer support to DRC West Nile sub offices in providing technical guidance, management and oversight of finance, administration, human resources and IT. The sub offices include Rhino Camp, Koboko, Zombo, Nebbi and Yumbe.

The position will also coordinate with West Nile staff both admin and programs on support, training, guidelines and standard operating procedures as set by Danish Refugee Council (DRC). The position may require frequent travel to the West Nile sub offices as/when required.

Key Responsibilities

Finance and Grants

Overall responsible for ensuring sound financial management in West Nile region and its sub-offices.
Ensure the proper grants management in West Nile Region
Ensure DRC finance regulations and procedures are adhered to in all West Nile offices. Consequently, consistently assess and identify gaps for further capacity building.
Implement, manage and develop internal controls.
Responsible for ensuring accurate and complete entries in the accounting system and presence of an accurate filing system and as well as accurate and complete transaction documentation.
To ensure timely completion by the finance team of the assigned accounting tasks that are in accordance with the outlined policies and procedures.
To assist in tracking the journal entries by reviewing the source documentation and making relevant adjustments, assisting in the preparation of audit requirements, supporting in the preparation of statistical reports and to make sure that they are standardized.
To provide support in budget preparation and drafting of relevant documents, perform miscellaneous filing, ad hoc reconciliation, etc.
Maintain and update the West Nile operational budget (master budget).
To be present at various meetings, to address the issues, provide appropriate guidelines for improvising the businesses process, and to identify opportunities for improvement.
Involve and support for budget developments with the programme staff.
Support sector leads to have the budget projections before starting the implementation
Coordinate monthly budget review meetings and document the action points.
Responsible for all financial reporting in West Nile Region.

Procurement

Ensure DRC procurement guidelines are adhered to in all West Nile offices.
Actively engage and support the program teams in procurement planning to ensure timely delivery of project inputs and activities.
In liaison with Country Office Kampala, identify, negotiate and implement contract & framework agreements which result in efficiencies in line with financial and forecasting requirements.
Maintain accurate auditable records of all procurement process which result in high process compliance.
Administer contract performance, including delivery, receipt, warranty, damages and insurance.
Plan and engage with Project Managers to understand contract specifications and with suppliers to develop a profile of delivery capability which results in effective market engagement.
Conduct efficient and collaborative procurements which are DRC and donor compliant (advice, tendering, evaluation award & contract management) and which result in a high value adding commercial outcome.
Build supplier, category and market understanding through performance management, research and stakeholder briefings which result in the management of commercial issues throughout the procurement cycle.

Administration, IT and Human Resources

Coordinates recruitment process at field level.
Ensures that all field staff have valid contracts and informing Kampala HR Officer on any renewals to be made.
Provides guidance on policy issues at field level in liaison with the Country HR and Admin Coordinator
Ensures that Monday morning minutes for the region will be shared with the admin by Wednesday of every week.
Has the overall responsible for office management. This refers to the coordination office in Arua and all the sub offices in the region.
Focal Person for Payroll at field level ensuring that monthly payroll updates are sent to the Kampala HR Officer by the 15th of every month
Responsible for staff personnel files. The Admin and Finance Manager is to ensure that all personnel files for all the West Nile will be kept updated following the prescribed checklist.
Raise staff complaints to the coordination office in Kampala
Coordinates Medical and Workman’s insurance for field staff in liaison with Kampala HR
Responsible for all the Field office timesheets and sends to Kampala HR by 5th of the following Month
Coordinates performance appraisal process ensuring that all staff are appraised at the end of probation and at the end of year.
Coordinates orientation process for all new staff at field level.
Coordinates leave tracking and ensures that the tracker is sent to the Kampala HR Officer at the end of every month.
Coordinates the exit and clearance process ensuring that all exiting staff have handed over DRC property and the exit forms sent to Kampala HR.
Responsible for ensuring that airtime for field staff is loaded monthly and timely. This is done in liaison with the Kampala Admin Officer.
Responsible for all premises leases at field level and coordinates with the Admin officer in Kampala to ensure that we always have valid leases and that payments to the lessors are done in a timely manner.
Ensure service contracts are respected and paid for according to agreed terms of payments.
Support the implementation of DRC Uganda IT strategies in West Nile region.
Support the Admin Assistant in the Guest House management.
Ensure adherence to DRC procurement and logistics guidelines.

Coordination

Ensure West Nile offices are compliant to DRC operational handbook.
Provides guidance on policy issues at field level in liaison with the Country Office.
Provide overall oversight of the support departments by analyzing and ensuring they are working together to deliver services on timely manner.
Responsible for the rolling out of existing and new support and operational tools, policies and ensures consistent application of the same in the West Nile Region.
Responsible for information management & sharing in West Nile region especially when it relates to finance, administration, human resources, IT and procurement.
Ensure coherent reporting is adhered to by all support departments this relates to monthly cashbook reporting, departmental area performance indicators (API) reporting due to the country office by 5th of every month and any other ad hoc report requested from time to time.
Build capacity and provide technical supervision of support functions in West Nile.
Perform any other duties as may be assigned from time to time.

About you

To be successful in this role, we expect you to be a positive, mature leader with a proven track record of developing effective initiatives, programmes, and impact. You thrive in managing a wide range of responsibilities, and can effectively communicate and lead the country team. You are an effective people manager and enjoy working with teams of committed staff to build collaboration and capacity within the Uganda programmes and building strong relationships with the regional team.

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

• Striving for excellence: You focus on reaching results through the country team both to position DRC and ensure excellence in all deliverables.

• Collaborating: You lead initiatives at country operation level by involving relevant parties and encouraging feedback.

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

• Communicating: You listen to beneficiaries, staff and other stakeholders; and you communicate concisely and persuasively

• Demonstrating integrity: You act in line with DRC’s vision and values and set a very clear standard for your country team members.

Moreover, we also expect the following:

Qualifications

Essential:

Masters University degree in Financial Management or Business Accounting.
3 to 5 years’ experience in management of budgets exceeding 1m USD;
3 to 5 years’ International NGO experience managing staff, and budgets funded by donors such as EC-ECHO, USAID, UNHCR, UNICEF, DANIDA, DFID;
Previous experience with Non-Governmental Organization in similar/related position is a must.
Previous working experience complex environment or refugee response is an asset;
Excellent command of English language.
Good interpersonal, communication skills with proven experience in liaising with local authorities;
Ability to work under pressure and with tight deadlines;
A team player and the ability to work with limited supervision;
Flexible, pro-active, and with the ability on follow through on tasks;

DRC encourages all qualified candidates to apply, irrespective of nationality, race, gender or age.

Conditions

Availability: 1st April 2018

Duty station: Arua – Uganda; Non-Family Duty Station

Reporting: This position reports to Area Manager and in his absence to the Head of Support Services. The Support Services Manager will directly supervise the Finance Officer Arua, Roving Procurement and Logistics Officer Arua, HR Assistant and IT Assistant Arua. He/she will support Area Manager with technical supervision to support functions in West Nile Region.

Duration: 1 Year with possibility of extension, subject to funding.

Contract: Level A14 this is an unaccompanied post. Salary, benefits and other conditions are offered in accordance with DRC’s Terms of Employment for Expatriates; please refer to www.drc.dk under Vacancies. For national candidates, competitive salary and benefits are offered in accordance with the Uganda National staff salary scale and terms of employment.

Commitments

DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework into the work of DRC (http://www.drc.dk/HAF.4265.0.html)

Application

Qualified candidates are invited to access the full job description and the requirements for this position under vacancies at www.drc.dk. Please submit applications online using this link by 19th March 2018

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

This vacancy is now closed.
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