Head of Support Functions (Republication) At Danish Refugee Council

Job title: Support Functions Manager

Line manager: Chad Country Director

Technical supervisor: Regional Head of Support Services

Place of assignment: N’Djamena with missions in field offices

Operational intervention zone: Chad

Contract duration: 9 months (renewable)

Type of contract: International or national

Salary conditions: Band Management F

Introduction

The Danish Refugee Council assists refugees and displaced people around the world: we provide emergency aid to these people, we fight for their rights and we strengthen their opportunities for a better future. We work in areas affected by conflict, as well as along displacement routes, and within the countries in which refugees settle. In cooperation with local communities, we strive to achieve responsible and sustainable solutions. We work for the successful integration of vulnerable communities and, where possible, the realization of their wish to return home.

The Danish Refugee Council (DRC) was founded in Denmark in 1956 and has since grown into an international humanitarian organization with more than 7,000 employees and 8,000 volunteers. Headquartered in Copenhagen, and present in 40 countries, the DRC is a non-governmental, non-profit, politically neutral and independent, non-denominational aid organization.

Our vision is a life with dignity for all displaced people around the world. All our efforts are based on our moral compass: humanity, respect, independence, neutrality, participation, honesty and transparency.

DRC was recently registered in Chad. We are starting operations from scratch and aim to scale them up quickly with the main objective of responding to the humanitarian crisis in the east of the country in close coordination with DRC in Sudan. Multi-country programming will also be explored in the south of the country in synergy with DRC Centrafrique and Cameroon.

DRC places a strong emphasis on partnership, localization and sustainable solutions, working towards equitable partnerships, effective coordination mechanisms and capacity building of national and local actors to effectively respond to urgent needs, and map the path to sustainable solutions. DRC is established in six countries in West and Central Africa and has a regional office in Dakar, Senegal.

1. About the position

The support services manager ensures the coordination and strategic direction of all support functions; Finance, Human Resources, Supply Chain and IT; and ensures the proper functioning of all support functions to meet program needs, in accordance with the DRC Operations Manual.

He ensures compliance with DRC procedures and guidelines in the region. He contributes to the development of mission strategies, which are translated into action plans and daily tasks. It provides technical support and advice to mission operations.

2. Duties and Responsibilities

As Support Services Manager, you are responsible for the following tasks:

Planning and strategy

• Ensure that annual planning for support services is carried out and that objectives are achieved, while ensuring that they are linked to global and regional procedures for consistency across the organization.
• Ensure that support services are adapted to the needs of the program.
• Ensure that project planning takes into account relevant support services requirements (such as appropriate timelines and budgets, procurement planning).
• Ensure that resource mobilization is realistic and meets the needs of support functions, using the operations budget to contribute to donor proposals.
• Organize and lead monthly budget analysis and monitoring meetings with those responsible for the projects implemented and make reconciliations between budget consumption and the evolution of activities and propose solutions if necessary.

Risk and Compliance

• Be the focal point for compliance control, risk register, internal audit and support strategy objectives.
• Develop and ensure compliance with local procedures and policies across the various support functions
• Ensure that DRC partners are trained (initial and ongoing training) to effectively implement DRC guidelines and donor requirements.
• Verify partners’ financial reports and ensure that all supporting documents comply with DRC regulations and donor requirements.
• Carry out random checks on partner expenses (internal control)
• Carry out internal control of support functions and ensure the implementation of recommendations
• Monitor the country risk register and provide recommendations for support risks.
• Ensure adequate monitoring of risk mitigation measures in coordination with management and responsible persons.
• Ensure that all employees are trained and made aware of the Code of Conduct, anti-corruption policy and reporting mechanisms

Finance

• Ensure that all transactions are correctly recorded in the accounting system (Dynamics) and strictly respect the deadlines set for closing accounts (weekly, monthly and annual).
• Responsible for creating the budget for new grants in the system.
• Responsible for the budget for all lines of support services and office operations
• Responsible for budget monitoring and forecasting for national budgets, in coordination with program teams.
• Ensure budgetary monitoring of all grants with budget managers
• Ensure that key annual financial tasks are completed (such as annual reports and financial audits).
• Work with Finance to ensure program teams clearly understand compliance requirements.
• Ensure monthly financial tasks are completed (e.g., but not limited to, salary review, cash flow and cash forecasting) and in accordance with Operations Manual procedures.

Human ressources

• Ensure monthly reports are produced and targets are met by the department, while liaising with the regional human resources department.
• Ensure quarterly tasks are completed on time (such as staff onboarding, code of conduct training and leave planning).
• Ensure that annual human resources tasks are completed in accordance with the operations manual (e.g. performance and development reviews).
• Streamline HR responses across departments (e.g. support for org charting and capacity development).
• Ensure that the HR team completes daily tasks, such as recruiting, renewing or modifying contracts, submitting timesheets and tracking leave.
• Follow up with CNPS and HR staff in Ndjamena on all relevant questions. Participate in meetings with the CNPS and the tax center in collaboration with the CD and the HR department.

Administration

• Be the focal point for key administrative tasks, such as registration for the country.
• Supervise the team to ensure follow-up on routine tasks (e.g. but not limited to guest house supplies, visa applications, purchasing phone credit, paying bills utilities, rental and lease contracts).

Logistics, supply chain and IT

• Ensure compliance with procurement procedures by being the focal point for tenders with the coordination unit (including as chair for most major tenders).
• Closely monitor departmental KPIs and ensure monthly reports are submitted on time and of high quality.
• Manage the development, planning and monitoring of framework agreements
• Ensure the correct application of supply chain processes in the ERP system (Dynamics).
• Be a focal point and decision maker for cancellations of fleet movements with national coordination
• Work with the Logistics Manager to ensure that each of the sub-departments (Purchasing, Fleet, Assets, Warehouses and IT) has objectives and achieves them, in accordance with the procedures in the operations manual.
• Ensure appropriate management of goods and stocks at the national level
• Monitor that the supply chain team ensures an appropriate IT system, with data backup and malware protection, as well as sufficient and reliable means of communication for the mission.
• Ensure that data and information are secure and that all employees are trained and made aware of IT security

As Support Services Manager you will have the following responsibilities:

• Responsible for achieving DRC’s strategic objectives within their area of ​​responsibility.
• Responsible for making important decisions regarding the activities of the support department: its objectives, functions and role, as well as making commitments and decisions requiring the use of significant resources of the unit.
• Responsible for managing the personnel of direct reports, typically three or more employees. This includes hiring and firing, goal setting, probation, performance appraisal, staff development, performance management including poor performance, etc.
• Make sound decisions based on DRC policies, MOPs, standards and advice from DRC technical experts.

3. Qualifications required:

• At least 5 years of experience in a similar role in the INGO sector
• At least 3 years of experience in personnel management
• Knowledge of project cycle management
• Knowledge of supply chain management and purchasing processes
• Knowledge of the budget cycle and monitoring processes
• Knowledge of code of conduct principles and human resource systems for performance management
• Knowledge of key donor policies and compliance procedures
• Knowledge/ability to work in French and English

Advantages:

• Previous work experience in West and Central Africa
• Previous experience in launching an operation in a country

4. skills and qualities required

• In this position, you must demonstrate the five DRC essential skills, namely:
  • Strive for excellence: you focus on achieving results while ensuring an efficient process. You strive to produce accurate, thorough and professional work with optimal use of time and effort.
  • Collaborate: You cooperate with and involve relevant parties, actively seeking their opinions and sharing key information with them. You support and trust others, while encouraging feedback.
  • Take the reins: You take responsibility and prioritize your work based on DRC’s overall vision and goals. You take the initiative when faced with a challenge or opportunity and you seek innovative solutions.
  • Communicate: You write and speak effectively and honestly while adapting your style and tone to the situation. You actively listen to others and involve them in dialogue.
  • Demonstrate integrity: You respect and promote the highest standards of ethical and professional conduct in relation to DRC’s values ​​and code of conduct, including protection against sexual exploitation, abuse and harassment .
• Ability to work in a multicultural and cosmopolitan environment;
• Proactivity, with a cooperative and collaborative approach;
• Excellent communication skills (including attentiveness and patience) are required;
• Good organizational skills are required;
• Exemplary professional ethics;
• Ability to work in a team and good sense of humor.

5. General Regulations

• The employee must follow the instructions of the DRC regarding safety, health, COVID-19 standards and hygiene as well as confidentiality and ethics, including the code of conduct and the humanitarian responsibility framework.
• The employee must not engage in any other paid activity during the contract period with the DRC without prior authorization.
• The employee must not engage in any activity that could harm DRC or the implementation of a project during the term of the contract with DRC.
• The employee must not grant media interviews or publish photos or other materials related to the project without prior authorization.
• The employee must return all equipment borrowed for the project to DRC at the end of the contract period or upon request.