Support Services Manager

Djibouti

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

Overall Purpose of the Role:

The Support Services Manager (SSM) will offer overall management of all support services in Djibouti in close cooperation with the Area Manager. The SSM will ensure the existence of effective and efficient support services in Finance, Administration, Human Resources, Procurement and Logistics activities. He/She will play a key role in implementing and improving operational systems, processes and policies in support of DRC’s mission in Djibouti, in line with DRC operational standards and procedures.

Responsibilities

Management:

Responsible for maintaining and improving resource management of Djibouti programs, together with the Area Manager.
Instrumental in the roll out and staff training process of the new ERP system ‘DRC Dynamics’ currently under development globally, within Djibouti, with possible additional responsibilities in this respect within Ethiopia.
Participate in drafting project proposals, in respect to budgeting and finance.
Line management and coaching of all more senior support systems staff, recruiting and re-structuring the overall team as required and build overall staff capacity.

Finance:

Ensure DRC financial regulations, procedures and documentation requirements are adhered to in DRC Djibouti operation.
Provide overall financial planning, support and management, advising the Area Manager on spending and financial status of projects and providing accurate financial review and outlooks of the programs on a regular basis.
Constantly check the integrity and robustness of financial procedures and advise on corrective actions to minimise losses.
Manage the organisational master budget template as advised by the Country Office.
Conduct monthly budget follow-up meetings (BFU) with Area Manager and Project Officers.
Responsible to prepare timely and accurate financial and administrative reporting to external parties, and to CO/RO offices.
Ensure that all necessary agreements, permits and licenses necessary for DRC‘s operations (including VAT exemption) are in place and kept up to date in line with national administrative rules and regulations pertaining to the activities of DRC.
Management responsibility of the monthly cashbooks and ensure quality of the entries and balanced cashbooks.
Prepare and request monthly cash forecasts for DRC Djibouti through liaison with the Country Office and other offices.
Ensure proper filing systems of financial documents, timely scans of financial documents to be shared with CO and RO.
Ensure accounting records are kept fully updated, are accurate and maintained according to DRC practice.
Manage monthly staff payrolls and salary payments and remit taxes to the relevant government authorities.
Coordinate with local partners to make sure that sub-grants are spent in accordance with donor guidelines.
Data migration and staff training provision of the new ERP system ‘DRC Dynamics’ in respect to finance.

Administration/HR:

Ensure all HR and administrative policies and procedures of DRC are followed.
Create significant awareness of the Code of Conduct (CoC) among personnel within Djibouti through personal example and training.
Ensure a sound HR and payroll management system compliant to DRC HR policies is in place.
Ensure 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.
Maintain a thorough knowledge of DRC HR policies and ensure DRC Djibouti national staff adherence.
Act as focal point on all matters related to HR for Djibouti, and train staff on HR policies appropriately.
Ensure that personnel files for Djibouti national staff and refugee incentivized staff are complete and accurate, and that confidentiality is maintained.
Liaise with the HR Dept in Addis Ababa, as required and as advised, including but not limited to the maintenance of leave tracking and staff movement documentation.
Assist in recruitment processes to ensure compliance with DRC hiring procedures as outlined in the HR manual.
Conduct timely orientation of new staff assigned to Djibouti and/or the refugee camp.
Management of all lease agreements on contracted properties, updating and liaisng with the Country Office as needed.
Data migration and staff training provision of the new ERP system ‘DRC Dynamics’ in respect to HR.
Management oversight of IT systems in Djibouti, as directed by HoSS and RO.

Logistics, Procurement and Fleet Management:

Ensure all procurement, fleet management, logistical and asset management policies and procedures of DRC are followed.
Monitor DRC procurement procedures and ensure complete accountability of stock and asset inventories.
Act as Djibouti Office Procurement and Logistics focal point including compilation of Annual Performance Indicators (APIs) related to Djibouti Programmes.
To provide technical support to operations assistants in the field offices in matters related to logistics and procurement.
Conduct annual inventory of all assets and follow due procedure for disposal of obsolete assets.
Ensure procurement plans are prepared for each project and share with the Area Manager.
Manage, constantly update and share internally the procurement tracker on a weekly basis.
Develop a database for prequalified suppliers or service providers to improve efficiency in procurement.
Prepare tender documents for local advertisement and convene procurement committees for bid opening processes.
Ensure proper filing of all procurement documents with respect to the project and donor to which they pertain.
Responsible to see that the overall fleet management of vehicles and/or generators are regularly addressed, with use of logs sheets and ensuring careful maintenance and operations as per policy.

Liaison:

Assist the Area Manager in maintaining good relationships and representation with Djiboutian governmental authorities.
Provide any logistical and administrative support for the Staff in transit in Djibouti (from RO/CO or Yémen program).

Reporting

The Support Services Manager will report to the Area Manager, Djibouti.

Conditions:

Contract: one-year contract. Salary and other conditions are offered in accordance with DRC’s Terms of Employment for expats. This position is graded at A14 for international staff or competitive salary and conditions as per national staff terms of employment, as relevant. This is a non-family posting.

Availability: As soon as possible.

Duty Station: Djibouti Ville, Djibouti

General

Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework.

In this position, you are expected to demonstrate each of DRC’s 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.

Qualifications

Experience and Technical Competencies:

Master degree in Business Administration, Finance or Accounting and Addition Professional qualification such as ACCA or CPA is desired.
3 years or more INGO or other international agency experience in the senior management of finance and operations within the context of humanitarian and/or emergency establishment phases and responses.
Post graduate education qualification in business administration, finance, accounting or a related discipline.
Excellent knowledge in preparing major international donor reports and knowledge of major donor rules including ECHO, UNHCR, EC, DFID, DANIDA.
Proven management skills and experience.
Strong accounting and analytical skills and sound knowledge of accounting software.
Previous experience of establishing and strengthening operational systems in a new country program is an asset.
Experience of working in challenging environments with cross cultural dynamics.
Proven ability to manage large varied workloads to set deadlines and deal constructively with stress.
Ability to work independently with a high degree of personal motivation.
Proactive, stable and robust character and a good team player.
Excellent communication and language skills (French language essential and English language additionally preferred).
Excellent interpersonal and diplomacy skills with a demonstrated ability to establish effective working relations at all levels.

Languages:

Excellent communication skills in French and English is required.
Arabic would an asset
Local languages would be an asset (Somali, Afar)

Application and CV

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.

Please forward the application and CV, in English through the online application on www.drc.dk under vacancies no later than 26 November 2018.

For general information about the Danish Refugee Council, please consult www.drc.dk.

This vacancy is now closed.
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