Support Service Team Leader

Contract

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

Overall purpose of the role:

The purpose of the Support Services Team Leader is to manage the support functions (Finance, Admin & HR, supply Chain) at the designated Area Office. The position is overall accountable and responsible for administration, HR, supply chain and finance teams/ department tasks and activities.

Reporting directly to Area Manager, 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-dray tasks. The role provides support and/or technical guidance to base operations.

Responsibilities:

• Accountable and responsible for people management of direct reports. This includes hiring, coaching, capacity building, objective setting, probation, performance appraisal and development plan of staff, managing performance, including poor performance, etc.
• Support managers in developing performance goals and objectives and laisse with Juba office for n technical support to managers.
• Maintain and update area office master budget and provide inputs to country finance team on monthly basis.
• Support managers in developing new project budgets in DRC standard budgeting tool ensuring all mandatory costs are budgeted udder donor contracts.
• Ensure all posting in ledger accounts are recorded correctly by finance team.
• Ensure all finance vouchers are quality controlled and are in accordance to donor rules and regulations.
• Ensure timely review of budget spending and support project managers by providing updated budget information.
• Ensure fund requests are submitted in timely manner to Juba office for transfer.
• Ensure all suppliers are paid as per agreed contract payment terms in due time.
• Ensure all HR documents at area office level are maintained and updated on timely manner.
• Ensure all staff leave balances are updated in the system and managers are provided with up to date leave reports, support managers in planning their staff leave during the year.
• Ensure employee information in DRC Dynamics are up to date, and HR team is providing timely payroll date and time sheets to Juba HR department on monthly basis.
• Support managers on performance development and evaluation.
• Provide reports to area manager on staff turn-over, leaves, holidays etc. on regular basis.
• Ensure all DRC offices and guest house are well maintained, and maintenance costs are budgeted under donor budgets.
• Follow up on payment of lease contracts and other facility management tasks.
• Ensure proper record keeping, tracking and distribution of consumables in office and guest house.
• Manage maintenance staff (cooks, cleaners) and ensure clean office and gust house environment, as well support in overall capacity building of admin staff.
• Liaise with local authorities in Bentiu for all administrative and legal requirements by state authorities.
• Lead on management of transport and fuel for DRC Fleet of vehicles, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms, etc.) are complete and serviceable; and that usage of fuel is correctly managed, and logged and recorded
• Support the team and manager in all matters regarding to satellite communications and radio communications to ensure that equipment’s are insured, assets managed diligently, operated in the most cost-efficient manner, and maintained appropriately.
• Work with your manager to capture, plan and regularly update preparedness reporting for the logistics systems in place at your mission.
• Work to ensure that logistics systems are robust and flexible enough to cope if a crisis occurs to include assessments of airports, transport available, warehousing, access routes, fuel availability, field comms issues, staffing challenges, training required etc.
• Prepare and submit goods and property report in a timely manner.
• Ensure compliance and implementation of Operations Handbook across offices and provide monthly comprehensive c reports on Inventory/Assets to area manager.
• Implement any available tools to improve the inventory management. Provide guidance in disposal methods for unused or expired Asset with prior Donor/DRC area manager for approval.
• Liaise with security personnel on security-related transport issues, such as booking in/out.
• Ensure compliance and implementation of Operations Handbook across all field offices.
• Provide monthly comprehensive country report on warehouse inventory to SMT (list and stock value in hand).
• Provide guidance in disposal methods for unused or expired commodities
• Proactively manage the tracking of all supplies, equipment, materiel and food in transit, through its receipt and storage within the Juba facilities.
• Providing input on the location and negotiation of contracting for storage/warehousing that is secure, welL- maintained, and meets health and safe working practice requirements
• Ensures that all DRC procurement policies and principles are complied with.
• Manage vetting and registration of new vendors in the system in accordance with DRC set criteria and SOP.
• Take lead clean up exercises in the system such as, closer of purchase orders, Purchase requisitions, especially during grant closer making sure items are all received within project dates.
• Ensure that there is value for money in all procurement done.
• Help managers in developing procurement plans in a timely manner.
• Provide capacity building to the procurement team, and ensure proper management of e-filling of procurement documents for easy retrieval during audits.
• Provide area manager with updated report on procurement and ensure that pending orders are followed up and procurement expedited accordingly and timely
• Ensure proper application of ERP supply chain processes in the region
• Apply reports and data analytics from ERP supply chain system to improve supply chain performance
• 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 making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC

Experience and technical competencies:

• Minimum 3 years of experience in finance, supply chain and administration in a managerial role, including people management
• Experience of fleet management, asset management, and distribution support
• Knowledge and experience of dealing with service providers and contractors’ management
• Excellent computer skills in MS Word & Excel, as well as experience working with an ERP system
• Experience with standard procurement procedures and documentation.
• Experience working in an (I)NGO
• Full professional proficiency in English
• Sound knowledge on cost planning, budgeting, and financial reporting

Education:

• Bachelor’s Degree in Relevant field (Business studies, Marketing, HR, Finance, Supply chain Management, etc)
• Masters is an added advantage