Support Services Manager

The Danish Refugee Council (DRC) is a leading protection agency with a mandate to promote and protect durable solutions to conflict and displacement-affected populations on the basis of humanitarian principles and human rights. DRC is implementing a multi-sector response to support Ukraine refugees, IDPs, and host populations both within Ukraine and in the neighboring countries of Poland, and Romania. Since late February 2022, nearly 4 million Ukrainians and third-country nationals have crossed the border to Poland. As part of its neighboring countries' response, DRC is establishing an operational presence in Poland to support displaced populations through partnerships with civil society organizations and national NGOs.

About the Job

We are looking for a dynamic Support Services Manager to manage the implementation of operations strategy and management of support teams across our offices in Poland. This will be done through the training and management of support staff in compliance with DRC regulations and policies and in accordance with DRC Operation Handbooks.  Based in Warszawa, your main duties and responsibilities will be:

• Manage support staff based in Poland and conduct regular monitoring/training visits to field offices to ensure suitable levels of support are being provided.
• Lead regular staff meetings with support team members across all offices.
• Manage staff on their agreed job priorities and identify learning and development needs for support staff.
• Ensure that support teams work closely with program teams to deliver DRC policy and procedures in Finance, Human Resources, Supply Chain (Procurement and Logistics), and Administration.

Human Resources & Administration

• Manage all components of human resources for DRC Poland including enforcing the DRC HR manual and national compensation policies.
• Establish and manage online and hard-copy filing/archiving systems for HR files.
• Oversee payroll management for staff, and liaise with payroll provider as required.
• Be involved in the recruitment process for new support staff.  
• Ensure that all necessary agreements, permits, and licenses necessary for DRC operations are in place.
• Provide guidance and policy based on Polish labor law with regard to work permits, per diems, working hours, annual leave, etc.

Finance

• Overall responsibility for ensuring sound financial management in the Field Office, especially via the DRC enterprise resource planning online system Dynamics.
• Ensure DRC finance regulations and procedures are adhered to.
• Review cash flow forecast and money requests for the field is done in a timely manner and submitted to management on at least a monthly basis.
• Training, mentoring, and capacity building of national finance, support, and program staff in good grant management practices and other finance procedures.
• Manage support service budget lines for salary and other expenditures.

Supply Chain

• Responsible for effective compliant and timely supply chain management across all Poland offices.
• Actively engage and support the program teams in procurement planning.
• Monitor DRC procurement procedures and ensure complete accountability of stock and asset inventories.
• Supervise and review the bi-annual physical inventory of all assets and follow the due procedure for disposal of obsolete assets according to DRC Operations Handbook and donor requirements/procedures.
• Develop a database for prequalified suppliers or service providers. Ensure supplier vetting is conducted in accordance with donor and DRC guidelines.

IT

• Ensure all offices are compliant with DRC Dynamics and IT Operations Manuals.
• Ensure staff is trained on DRC Dynamics.

About You

To be successful in this role we expect you to be able to work effectively in an environment that requires a high level of multi-tasking, competency in remote management skills, and the flexibility to re-prioritize work to meet changing demands in an ever-evolving environment. The successful candidate will have:

Required

• University degree in a relevant field (finance, logistics, or any humanitarian activity) or proven work experience that would match a university degree.
• At least 5 years of proven experience in the management of support function teams: IT, Human Resources, Supply Chain, and Administration.
• Excellent English language skills, written and spoken.

Desirable

• Previous knowledge of enterprise resource planning online systems, and MS Dynamics knowledge is advantageous.
• Good interpersonal, and communication skills with experience in liaising with local authorities and local partners.
• Working knowledge of regional languages.

In this position, you are expected to demonstrate DRC’s 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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse, and harassment.

We Offer

Contract length: 12 months

Band: F2

Designation of Duty Station: Warszawa – with frequent travel to field offices.

Start date: January 2023

Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.ngo vacancies. For questions regarding the vacancy please contact Alina Asieieva – Regional HR Coordinator (alina.asieieva@drc.ngo)

Application Process

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.

Applicants must already have the legal right to live and work in Poland at the time of the application. DRC will not sponsor visas.

Closing date for applications: 12th December 2022

For further information about the Danish Refugee Council, please consult our website www.drc.ngo