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Support Services Team Leader


  • Organization: DRC - Danish Refugee Council
  • Location: Chişinău
  • Grade: Junior level - Junior
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Managerial positions
  • Closing Date: Closed

The Danish Refugee Council is currently looking for a skilled and experienced Support Services Team Leader to join our team in Chisinau, Moldova.

The Danish Refugee Council (DRC) is a leading protection agency whose mandate is 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, Romania and Moldova, and wider Europe. DRC has been operating in Ukraine since 2014, following previous operations in the 1990s and between 2007-2013. Over the years, DRC successfully maintained its presence in the government-controlled areas (GCA) and adapted its programmes to provide early recovery and durable solutions to people affected by the conflict including IDPs and communities living along the contact line, as well as reduce the threats of explosive ordnance with a growing humanitarian mine action programme. Due to the ongoing conflict that began in Feb 22, DRC opened offices in Poland, Moldova, and Romania to provide support to displaced populations through a partnership with civil society organizations and national NGOs, duty bearers, and other actors. DRC continues to implement in these three countries through partnerships, technical assistance and capacity exchange, and direct implementation in some cases.


About the job:

The Support Services Team Leader will contribute to the implementation of the operations strategy for DRC Moldova by strengthening the support services systems and ensuring compliance with DRC Dynamics and Operations Handbook. The Support Services Manager reports to the Response Manager and works in close coordination with the program sectorial teams (Protection, SMS, Risk Education, etc.).

 Main duties and responsibilities:

Establishing the support services functions for DRC Moldova

  • Support the new strategic plan for the DRC Moldova in communication with the Support Services in the DRC Office Poland, Moldova, and Romania (PMR) by setting up an appropriate support services structure and a team that ensures support functions meet the programmatic needs in Moldova.
  • Ensure support services planning for DRC Moldova field operations is well planned.
  • Ensure the field office is compliant with DRC Operational Handbook and DRC Dynamics User Guides and policy briefs by conducting field visits and mini-internal audits to ensure that the capacity is sufficient for the operation.
  • Provide guidance on policy issues at the field level in liaison with the Response Manager and Head of Support Services of DRC PMR.
  • Support the Response Manager in strategic plan development.


Staff Management

  • Manage support staff based in DRC Moldova office.
  • Manage direct reports to agreed job priorities and identify learning and development needs for support staff, under your direct and indirect supervision.  Bring issues of concern to the Response Manager for decisions.
  • Ensure that support teams work closely with the programme team to deliver DRC policies and procedures in finance, procurement, and logistics including effective planning weekly, monthly and quarterly. 
  • Conduct other relevant activities as requested by the Response Manager and coordinated with Head of Support Services of DRC PMR.


Administration and Human Resources

  • With the support of  HR Coordinator (PMR), manage all components of human resources for DRC Moldova including enforcing DRC HR Manual, as well as being responsible for keeping correct and updated HR files of the staff.
  • Supervision of Finance Administration Officer and HR Officer in Moldova
  • Oversee payroll management for staff and ensure that salary payments take place in a transparent and coherent manner and in line with DRC Dynamics for payment processing, as well as locally developed SOPs;
  • Implement, manage and develop internal controls in coordination with the Response Manager and Head of Support Services of DRC PMR.
  • Ensure effective archiving for the DRC office as per the Operations Handbook and DRC Dynamics chapters on document archiving;
  • 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; 
  • Ensure a sound HR and payroll management system compliant with DRC HR policies is in place and is in full compliance with local legislation with regard to VAT withholding, severance policies etc.


  • Overall responsibility for ensuring sound financial management in DRC Moldova Office, especially via the DRC enterprise resource planning online system Dynamics.
  • Ensure DRC finance regulations and procedures are adhered to in DRC Moldova Office.
  • Review cash flow forecast and ensure that money request for the field is done in a timely manner and submitted to management at least monthly.
  • Training, mentoring, and capacity building of national finance, support, and program staff in good grant management practices and other finance procedures.
  • Consistently assess and identify gaps for further capacity building of staff on DRC financial regulations and procedures.
  • Responsible for ensuring that all financial documentation is archived in line with DRC Dynamics and local SOPs on scanning, filing, and archiving.
  • Constantly check the integrity and robustness of financial procedures and advise the Response Manager/Program Managers on corrective actions to minimize losses.
  • Manage the DRC Moldova master budget in DRC Dynamics as advised by the PRM Finance Specialist and develop the tools to make sure that all funding gaps are identified and communicated regularly with relevant country management.
  • Ensure that project budget proposals and all financial reporting are done in accordance with relevant donor and DRC’s internal guidelines.
  • Ensure that Project Budget Follow Ups are done regularly, and questions are addressed in a timely manner in coordination with relevant program staff.


Supply chain

  • Responsible for effective, timely, and compliant supply chain management, while supporting the program deliverables.
  • Ensure adherence to DRC procurement guidelines at the field office level
  • Actively engage and support the program teams in procurement planning to ensure the timely delivery of project inputs and activities.
  • 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 to improve efficiency in procurement, in line with current DRC procedures for supplier vetting, and that all new suppliers are uploaded to the DRC Dynamics database for pre-qualification. Similarly responsible for ensuring that vendor performance is recorded and any and all issues are recorded in the DRC Dynamics master vendor data.



  • Ensure that inventory and assets lists are maintained and regularly updated, and admin stores are managed and maintained in line with DRC guidelines.
  • Ensure the efficient management of vehicles and manage the locally available DRC fleet.



  • Ensure the office is compliant with DRC Dynamics and Operations Manual
  • Develop and maintain robust electronic data storage and backup policies and procedures for all three offices
  • Ensure that the staff is trained on DRC Dynamics usage

About you

To be successful in this role we expect you to have:

  • Minimum 3 years’ experience implementing support services in humanitarian programs, preferably in a NGO setting and with DRC
  • Experience in providing oversight of support functions: IT, Human Resources, Supply Chain, Administration
  • Good knowledge of IT, with Microsoft suites and in troubleshooting for staff with little command of IT
  • Previous knowledge of enterprise resource planning online system, MS Dynamics knowledge is considered as an advantage
  • Good interpersonal, communication skills with experience in liaising with local authorities and local partners
  • Flexible, proactive, and with the ability to follow through on tasks
  • University degree in a relevant field (Finance, Accounting or any humanitarian activity) or proven work experience that would match a university degree
  • Full professional proficiency in English and Romanian
  • Proficiency in Ukrainian and/or Russian is highly recommended


 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: G Management

Base salary range: from 1925 to 2456 Euro gross per month, based on experience

Duty station: Chisinau, Moldova

Start date: February 15th, 2023

We offer competitive salary and benefits in accordance with the Danish Refugee Council’s Terms of Employment for national staff.


Application process 

All applicants must upload a cover letter and an updated CV in English. Applications sent by email will not be considered. 

Closing date for applications: January 29th, 2023

Candidates must already have the legal right to live and work in Moldova. DRC will not sponsor visas.

Applications will be reviewed, and interviews conducted on a rolling basis, and we, therefore, encourage you to apply as soon as possible. 

For further information about the Danish Refugee Council, please consult our website

This vacancy is now closed.
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