Support Services Manager

Buea

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

Background

Danish Refugee Council (DRC) is providing assistance to conflict-affected populations through our presence and operations in most major humanitarian emergencies. DRC has been present in Southwestern Cameroon responding to displacement caused by conflict linked to the so-called “Anglophone Crisis” since October 2018.

DRC’s emergency response currently encompasses protection monitoring and response as well as emergency shelter and NFI distribution, sectors which candidates should have a good deal of experience overseeing.

Overall purpose of the role

The Support Services Manager will provide coordinated and strategic leadership for all support functions and ensurethe smooth running of all support functions to meet the programme needs in line with the DRC Operations Handbook.

Geographic scope: Area

This role has an area focus and ensures compliance to DRC procedures and guidelines within Buea, related to the DRC response to the unfolding crisis in Cameroon’s Northwest and Southwest Regions. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to base operations.

Main responsibilities

Planning and strategy

Ensure annual planning for support services is done and regular targets are met and these are linked to the coordination unit for country wide consistency
Ensure project planning includes relevant support service requirements (such as lead times and appropriate budgets)
Ensure resource mobilisation is realistic and meets the needs of support functions, by using the operations budget to input to donor proposals
Ensure support services are fit for purpose to meet Programme needs
Be the focal point for, compliance self-check, risk register, internal audit and results contract

HR support

Ensure monthly reports and targets are met by the department and be a link for the HR coordination unit
Ensure quarterly tasks are completed on time (such as staff inductions, Code of Conduct training and leave planning)
Ensure annual HR tasks are completed as per the handbook (Performance Reviews)
Streamline HR responses across departments (support on organogram development)
Ensure the HR team fulfils daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission and leave tracking are conducted

Administration support

Be the focal point for key administrative tasks such as registration for the coordination unit
Oversee the team to ensure follow up on routine tasks are carried out (guesthouse supplies, visa applications, phone credit purchase and utilities bill payments, rental and lease agreements etc. are completed

Logisitcs and procurement support

Ensure procurement procedures are followed and be a focal point for tenders with the coordination unit (including being a chairman for most major tenders)
Ensure the department KPIs are improving and monthly report submissions are timely and of increasing quality
Be a focal point and decision maker for fleet movement cancellations in line with LPM advice
Work with the LPM to ensure each of the sub departments (procurement, fleet, assets, warehouse and IT) have targets and are meeting them, in line with operation handbook procedures.

Finance (25%)

Primary budget holder for all support service lines and secondary budget holder for all support service lines

Responsible for budget monitoring and forecasting for support service budgets

Work with senior managers to budget monitor all grants

Ensure key annual finance tasks are completed (such as the annual reports)

Work with finance to ensure Programme teams clearly understand compliance paperwork

Ensure that monthly finance tasks are completed (payroll, SOS, PIT, cashbooks and cash forecasts) and in line with operations handbook procedures

As Manager the post-holder is responsible for the following:

Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility
Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources.
Accountable for people management of direct reports, generally at least 3 employees. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.
Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC

Required experience and competencies

At least 5 years' experience in similar role
At least 3 years' experience with people management
Knowledge of project cycle management
Knowledge of supply chain management and procurement processes
Knowledge of budget cycle and monitoring processes
Knowledge of code of conduct principles and the HR systems for performance management
Knowledge of key donor policy and compliance procedures
Full professional proficiency in English
Master's degree in relevant area

All DRC roles require the post-holder to master DRC’s core competencies:

Striving for excellence: Focusing on reaching results while ensuring efficient processes.

Collaborating: Involving relevant parties and encouraging feedback.

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

Communicating: Listening and speaking effectively and honestly.

Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Employment band: F - Manager

Availability: As soon as possible.

Duty station: The Emergency Manager will be deployed to Buea in Cameroon’s Southwest Region. Non-Family Duty Station

Contract: Initial 6 months - subject to funding, can be prolonged.

Salary and conditions in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.dk under Vacancies.

The positions will be placed at salary band F. Buea duty station features shared guest house accommodation with a dynamic team of internationals and a 10-week R&R cycle.

For specific questions on the job itself, please contact Chris Natale, Global Emergency Advisor, chris.natale@drc.ngo

Application process

Application deadline: 15 April 2019

Please refrain from sending CVs by email and/or making enquiries as to the relevance of your qualifications in parallel to the application process. Such enquiries will not receive responses.

This vacancy is now closed.
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