Area Support Services Manager
Area Support Services Manager
Baghdad (with frequent travel to Anbar, Dyala, Karbala, Tikrit)
The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfilment of the wish to return home.
The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.
All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.
In 2003, following the start of foreign military operations in Iraq, DRC became one of the first organisations to provide humanitarian assistance in the country, and now operates in 11 governorates, including Anbar, Baghdad, Babel, Diyala, Duhok, Erbil, Karbala, Kirkuk, Najaf, Ninewa and Salah-al-Din.
About the job
Provides coordinated and strategic leadership for all support functions and ensures the smooth running of all support functions to meet the programme needs in line with the DRC Operations Handbook. Your main duties and responsibilities will be:
Planning and strategy
- Ensure that annual planning for support services is done and regular targets are met and that these are linked to the coordination unit for country-wide consistency
- Ensure that project planning includes relevant support service requirements (such as lead times and appropriate budgets)
- Ensure that resource mobilization is realistic and meets the needs of support functions, by using the operations budget to input to donor proposals
- Ensure that support services are fit for purpose to meet programme needs
- Be the focal point for the compliance self-check, risk register, internal audit and results contract
- Ensure that monthly reports and produced and that targets are met by the department, while being a link to the HR coordination unit
- Ensure that quarterly tasks are completed on time (such as staff induction, Code of Conduct training and leave planning)
- Ensure that annual HR tasks are completed as per the Operations Handbook (e.g., Performance & Development Reviews)
- Streamline HR responses across departments (e.g., support on organogram development)
- Ensure the HR team fulfils daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission and leave tracking
- 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, utilities bill payments, rental and lease agreements)
Logistics and procurement support
- Ensure procurement procedures are followed while being the focal point for tenders together with the coordination unit (including being a chairman for most major tenders)
- Closely follow department KPIs and ensure that monthly report submissions are timely and of high quality
- Be a focal point and decision maker for fleet movement cancellations in line with Supply Chain Manager (SCM) advice
- Work with the SCM 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
- Primary budget holder for all support service lines
- Maintain Master budget for support costs
- Responsible for budget monitoring and forecasting for support service budgets
- Work with budget holders in proposal development
- Work with senior managers to budget monitor all grants
- Ensure that key annual finance tasks are completed (such as the annual reports)
- Work with finance and compliance team to ensure programme teams clearly understand compliance requirements
- Ensure that monthly finance tasks are completed (payroll, SOS, PIT, cashbooks and cash forecasts) and in line with Operations Handbook procedures
- Ensure efficient support is extended during internal and external audits
- Ensure filing and archiving is in place and followed by all respective teams
To be successful in this role we expect the following:
- At least3 years' experience in similar role (Preferably with finance background)
- At least 5 years' experience with people management
- At least 2 years of experience as Finance Manager
- 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.
Contract length: 1 Year
Level: Management- F
Designation of Duty Station: Unaccompanied
Start date: 1st October 2019
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates/ Nationals; please refer to drc.ngo under Vacancies. For questions regarding the vacancy, please contact Elena.Hamdain@drciraq.dk .
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.
Interested? Then apply for this position by clicking on the apply button.
Closing date for applications: 29th August 2019
Application will be reviewed on a rolling basis
If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.
For further information about the Danish Refugee Council, please consult our website drc.ngo.