Support Services Manager

Finance & Economy

Overview

Manage operational support for Aden Area Office

You have:

• 5 years relevant humanitarian management experience
• Demonstrated experience in Supply Chain, HR and/or Finance
• Demonstrated experience in team management
• Experience in ERP systems highly desirable
• Knowledge of project cycle management
• Knowledge of key donor policy and compliance procedures
• Organizational and planning skills
• Strategic outlook and ability to anticipate problems
• Solution oriented approach to dealing with a fast changing and challenging work environment
• University level degree in humanitarian relevant field or comparable 5 years’ experience
• Fluent in English; Arabic is desirable

Contract

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

Support Services Manager

(Aden – Yemen)

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC has been operating in the Middle East (ME) region for over a decade, running a combination of emergency, livelihood, protection and advocacy programmes through Country Offices (COs) in Yemen, Syria, Iraq, Jordan, Lebanon and Turkey with a Regional Office (RO) in Amman.

Geographic scope: Aden

This role has a base focus and ensures compliance to DRC procedures and guidelines at base level. The role contributes to the development of base strategies, which are translated into action plans and day-to-day tasks.

Overall purpose of the role

The role has overall leadership responsibility for DRC’s operational management for DRC Aden Area Office and its field bases across Northern Yemen, with oversight on Finance, Administration, HR, IT, and Logistics and Procurement. The role is directly responsible to support DRC’s programming across the Aden Area Office and ensuring support functions are in accordance with operational standards per the DRC Operations Handbook and other DRC global and country-level guidelines.

**Responsibilities*****:***

Planning and strategy

• Ensure annual planning for support services is done and key performance indicators are met for South Area Office
• Ensure project planning includes relevant support service requirements (such as lead times and appropriate budgets)
• Ensure resource mobilization is realistic and fit for purpose to meet programme needs
• Ensure that South Area Office retains and continually develops its operational capacity to provide rapid emergency response
• Lead on compliance self check, risk register, facilitation of internal and external audits, and relevant results contract for South Area Office
• As required, support the scale-up and scale-down of Base and Area Office operations, including establishing operational presence in new geographic locations.
• Closely liaise with the leads of support functions in Country Office as required.

Team Management

• Ensure support functions are sufficiently staffed to meet program delivery needs for the Aden Area Office
• Provide regular constructive feedback to direct reports, following DRC’s Performance management procedures, and support direct reports in performance management of their team members
• Assess training and development needs for support and program teams across the Area Office and develop a capacity building plan for implementation.
• Lead on building high performing support teams for Aden Area Office, with a focus on improving operational efficiencies while ensuring compliance with DRC Global, Country Level, and donor regulations
• Support succession planning of positions in line with DRC Yemen nationalization policy and guidelines, currently being developed.

HR & Admin

• Ensure monthly reports and key performance indicators are met by the department

• Support the HR team in delivering on key functions such as recruitment, trainings, contract management, facilitation of performance reviews, staff inductions, payroll preparation, personal income tax calculations, etc.

• Support the admin team to ensure follow up on key functions such as management of premises (office and guesthouse), visa applications, local-level registrations, utility services and bills, rental and lease agreements etc

Supply Chain

• Monitor department KPIs and monthly reports; support the Supply Chain manager in improving KPIs and team efficiency
• Work with the Supply Chain Manager to ensure each of the sub departments (procurement, fleet, assets, warehouse and IT) is able to support Aden Area Office operational needs in a timely manner.
• In coordination with Country Office, oversee the International Procurements conducted from Aden to ensure compliance with internal procedures, donor regulations, and on-time delivery of tenders.

Finance

• Primary budget holder for all support service budget lines for Aden Area Office
• Responsible for budget monitoring, expense forecasting, and proposal budgeting for support costs
• Work with Country Finance Manager on capacity building of programme and support teams as relevant on financial compliance
• Support completion of key financial tasks, such as donor financial reports, payroll, social security payments, cashbooks and cash forecasts, etc - line with DRC SOPs and operations handbook
• Ensure an efficient and low risk liquidity management in the operation in accordance with DRC rules and regulations

Other

• Support the roll-out and continuous functioning of DRC Dynamics (Enterprise Resource Planning System) including being a heavy user, training relevant teams in the Area Office, and leading on transition and data migration.

Experience and technical competencies:

• 5 years relevant humanitarian management experience

• Demonstrated experience in Supply Chain, HR and/or Finance

• Demonstrated experience in team management

• Experience in ERP systems highly desirable

• Knowledge of project cycle management

• Knowledge of key donor policy and compliance procedures

• Organizational and planning skills

• Strategic outlook and ability to anticipate problems

• Solution oriented approach to dealing with a fast changing and challenging work environment

Education:

• University level degree in humanitarian relevant field or comparable 5 years’ experience
• Formal training and qualification in Supply Chain, HR and/or Finance is desirable but not mandatory.

Languages:

• English language (Fluent)
• Arabic - desirable

We offer

Contract length: one year contract with possible of extension based on fund and performance. Work place: Aden.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.ngo under Vacancies. This position will be placed at level (F Manager).

Application process

All applicants must send a cover letter and an updated CV in English. Apply online on our link below. Applications sent by email will not be considered

Closing date for applications: The th March 2022.

Further information

For questions regarding the vacancy please contact [email protected]. If you are facing problems with the online application process, please contact job@drc.dk

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

Apply now

Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: drc.ngo