Site Management Support Specialist At Danish Refugee Council

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Site Management Support Specialist to be based in Warsaw, Poland.

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 neighbouring countries of Poland, Romania and Moldova and wider Europe. Since late February 2022, nearly 4 million Ukrainians and third-country nationals have crossed the border to Poland. As part of its neighboring country response, DRC is establishing an operational presence in Poland to support displaced populations through partnership with civil society organizations and national NGOs, duty bearers and other actors.

About the job

As Site Management Support (SMS) Specialist you will provide roving technical oversight and support to all SMS Managers and Officers in the Ukraine Neighbouring Countries response. This support will entail regular technical supervision, visits to sites, and development of SMS and related capacity-building trainings, representing DRC in relevant SMS forums, and further building and strengthening of relationships with relevant authorities and other humanitarian actors around issues of SMS, in close collaboration with Head of Programmes, Area Managers and Response Coordinators. In addition, you will be coordinating field-level compliance with DRC’s SMS standardization and mainstreaming processes. Your main duties and responsibilities will be:

Management & Programme Quality

• In collaboration with the Head of Programmes and the relevant Area Managers, continue to develop and standardize core SMS competencies and staff performance evaluation plans.
• Lead SMS staff to identify gaps and needs in service provision in DRC-supported sites and develop proactive solutions and strategies in agreement with the responsible partners
• Coordinate the roll-out of standardized SMS tools across identified sites and support SMS staff to ensure consistency and quality of reporting by SMS staff.
• Coordinate the roll-out of new digitalised SMS tools, in collaboration with external service providers
• Identify, design and conduct capacity-building training and initiatives for SMS staff in core Camp Coordination and Camp Management (CCCM) competencies.
• Support SMS staff in all sites in the development of SMS area-specific strategies and plans, including strategies for regular and participatory engagement with the communities.
• Work closely with sector-specific technical coordinators to ensure integration between SMS and other sectors, especially protection.
• Contribute to the development of technical SMS components of proposals, donor reports, site reports, advocacy and policy notes, and other SMS reports as required.

Coordination

• Maintain close collaboration and coordination with counterpart(s)
• Support coordination of activities of all DRC SMS staff, and represent programmatic needs, gaps, and issues to the relevant DRC units.
• Support coordination with other units to ensure that key messaging and advocacy are harmonized across sites and areas of operation.
• Support coordination with the procurement unit to ensure that procurement systems related to SMS activities are harmonized and timelines are respected.

Logistics and Procurement

• Collaborate with field staff and the procurement-logistics unit to develop and maintain comprehensive procurement plans
• Regularly review SMS procurement plans with the procurement and logistics and finance teams to adjust spending as required inadvance of project closure.

M&E, Reporting, Finance, HR

• Ensure that projects and associated activities are implemented in accordance with agreed strategies, principles, implementation plans, and donor requirements.
• In collaboration with the Monitoring, Evaluation and Learning (MEL) team, ensure the implementation of projects complies with quality standards and are monitored in accordance with pre-defined objectives and indicators.
• Support the SMS teams to complete accurate and timely reports.
• Collaborate regularly with the Head of Programmes and relevant finance team to monitor spending and ensure the timely utilization of all grants.
• Ensure full compliance with DRC and donor financial guidelines and policies.
• Support site-level and SMS-related recruitment processes and ensure that relevant staffing structures are in place.
• Promote professional development by identifying training and capacity-building opportunities and ensure staff are well versed in core SMS concepts, DRC’s Code of Conduct, accountability, respectful dialogue with the refugee population, and prevention of sexual exploitation and abuse

About you

To be successful in this role we expect you to have at least 3 years of experience in SMS and/or CCCM projects and activities at a managerial level with an international NGO, UN agency, and or Red Cross/Red Crescent society. Moreover, we also expect the following:

• A University level degree in relevant subject or technical qualification in relevant sector
• Professional experience working in emergency contexts
• Strong computer and data management skills
• Demonstrated effective communication and negotiation skills
• Knowledge of English, including a high level of written fluency
• Knowledge of Polish and/or Ukrainian is a strong asset
• Proven capacity to adapt to a dynamic and changing operational environment
• Ability to work in a multinational and multicultural environment
• Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration
• Strong initiative and self-motivated, with a strong commitment to humanitarian principle and high sense of ethics
• Ability to cope with high workload and stress and identify priority activities and assignments, and adjust priorities as required
• Multitasking and organizational skills

In this position, you are expected to demonstrate DRC’ 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: 6 months (extension depending on funding availability)

Band: Non-Management, G

Designation of Duty Station: Warsaw, Poland – but roving to neighbouring countries Moldova and Romania when necessary

Start date: 1 August

We offer competitive salary and benefits in accordance with Danish Refugee Council’s Terms of Employment for National Staff.