Area Support Services Manager

Contract

This is a DRC - Expatriate or National contract. More about DRC - Expatriate or National contracts.

The Danish Refugee Council (DRC) is a leading protection agency with a mandate is to promote and protect durable solutions to conflict and displacement affected populations on the basis of humanitarian principles and human rights.

DRC has been operating in Ukraine since 2014, currently DRC employs over 250 staff in Ukraine and will continue significant scale-up in 2022 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for Area Support Services Manager to join our team in Dnipro.

Overall purpose of the role The Area Support Services provides coordinated and strategic leadership for all support functions and ensures the smooth running of all support functions in an area to meet the programme needs in line with the DRC Operations Handbook.

Geographic scope: Area (East) This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to base operations.

Main responsibilities

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 mobilisation is realisitc 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

HR support • 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

Administration support • 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 LPM advice • Work with the LPM 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

Finance • Primary budget holder for all support service lines and secondary budget holder for all support service lines • Responsible for budget monitoring and forecasting for support service budgets • 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 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"

As Manager the post-holder is responsible for the following: • Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility • Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources. • Accountable for people management of direct reports, generally at least 3 employees. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc. • Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC

Roles reporting to this position: Support Services Area Teams Reports to: Direct Line Manager: Area Manager (EAST), Technical Line Manager: Head of Support Services

We offer: Employment band: F – Manager Length of Contract – 12 months Closing date for applications – 25th of November Start Date – Mid/End December Duty Station: Dnipro Non-family duty station

Required experience and competencies • At least 5 years' experience in similar role • At least 3 years' experience with people management • 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

APPLICATION PROCESS

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. A****pplications sent by email will not be considered.

Closing date for applications: 25th of November, 2022

The screening process for this position is on rolling basis, so early submission of applications is encouraged. DRC remains a right to close the vacancy once a suitable candidate is identified.

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

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.

Required education Master's degree in relevant area