Support Services Manager

Contract

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

Background

DRC (Danish Refugee Council), founded in Denmark in 1956, is Denmark’s largest and the world’s leading non-profit, independent, rights-based refugee organization.

Our vision is to assist refugees, internally displaced people, and their host communities to a dignified life. We protect lives and human rights and empower beneficiaries throughout conflict displacement by providing shelter, food, and hope in terms of work, education, and integration towards a sustainable future.

Since 1998, programmes in the South Caucasus are designed through a “protection lens”, ensuring that all activities integrate protection principles. As such, we will continue to work on expanding our knowledge and ensure durable solutions are provided to IDPs, returnees and host communities, and as well as make IDPs, returnees, host communities and persons in a refugee-like situation aware of and actively claim their rights, through legal assistance and awareness raising.

The main DRC donors in the South Caucasus in 2023 are the Swedish International Development Cooperation Agency, the Norwegian Ministry of Foreign Affairs, UNHCR, the European Union, and GiZ (Gesellschaft für Zusammenarbeit). The operations span across the whole of Georgia with over 42 employees in 4 offices, including two field offices in Abkhazia.

Position: Support Services Manager (National Contract)

About the job:

The Support Services Manager (SSM) will provide coordinated and strategic leadership for support functions in the areas of supply chain, finance, administration, and IT in Georgia proper. SSM will ensure the smooth running of above-listed functions to meet the program needs in line with DRC’s global operational standards and procedures.

Management:

• Establish and manage high-performing Support Services teams and ensure all functions across support services are fit for purpose to meet program needs (supply chain, finance, administration, and IT).
• Act as a technical reference for the Support Services team member deployed in Field Offices, under the supervision of Area Managers, to ensure program needs are met and utmost compliance as per DRC standards.
• Be the main operations focal point for compliance self-check, the maintenance of the operations risk register, the coordination of internal and external audits and the partial execution of the country-based results contract in relation to DRC HQs.
• Act as the focal person in country for any feedback to donor and partner over financial reports, following DRC’s performance management procedures, in collaboration with Finance Coordinators.
• Work as a Team Leader to build the capacity of all support staff under SSM supervision through frequent in-service training sessions and mentoring support, in close agreement with the Human Resources Officer.
• Ensure overall annual planning for support services is done across all three agreed dimensions and regular targets are met in cooperation with the program managers.
• Develop and improve overall operational approaches, compliance, and systems by supporting the Country Director in building and delivering effective and sustainable interventions, in close cooperation with HQs leads in the agreed fields of Support Services.
• Establish and ensure implementation of relevant internal procedures and policies in-country within the defined areas of responsibility, specifically Supply Chain, Finance and Administration.
• Ensure relevant technical support is available to programs, in line with organizational priorities.
• Ensure the provision of constructive support for annual operations financial planning, budgeting, and review processes over fundraising, partnership building and networking actions.

Operational Management

• Support the Country Director and the Senior Management Team in liaising with specific donors and authorities, especially in relation to the project reporting, project compliance, and project audit.
• Supervision of audit, controlling and implementation of DRC’s operational standards within the support functions as required in Grant Agreements.
• Elaborate comprehensive controlling mechanisms and conduct quarterly compliance checks on implementation of DRC’s operational standards within the support functions in the areas of finance and supply chain both in Georgia proper and in Abkhazia as per project and donor’s requirements. Support Country Director with relevant status reports.
• Develop a tailored risk management plan for the country that identifies the major financial and operational risks and implement the related mitigation strategy.
• Ensure that DRC retains and continuously develops its operational capacity to provide adequate response within its Supply Chain systems through efficient procurement plans.
• Develop and ensure regular maintenance and continued improvement of procurement process tracking tool. Support relevant parties with weekly progress status reports.
• Develop and review tender documents and manage entire procurement process.
• Support and consolidate the development of partnerships with selected Sub-Grantees through tailored guidance in areas pertaining to support services to ensure compliance and an effective transfer of competences in line with DRC intended phasing over and localization agendas.
• Effectively coordinate with the HR Officer all issues pertaining to salaries and benefits, staff performance, planning and staff development for the team attached to Support Service Unit.

DRC Dynamics ERP System

• Ensure ERP functionality is properly used by relevant staff.
• Apply reports and data analytics from DRC Dynamics to improve overall performance.
• Act as a heavy user for most of the Projects & Finance functionalities.

About you:

To succeed in this role, we expect the candidate to be an exceptional leader and a supportive and collaborative colleague. We are looking for an individual who has worked in multinational and multicultural environments and can embrace and promote our culture of Diversity and Inclusion. The successful candidate will demonstrate strong analytical skills, will motivate others, and guide by example. Moreover, we also expect the following:

• A minimum 5 years of senior leadership experience in operations management roles with at least 3 years of experience in a similar role.
• Experience in NGO sector is desirable.
• University degree in Economics, Business Administration or Management, or another relevant field is required.
• Proven leadership skills and competence in people management at least for 4 years.
• Proven operational management experience and capability.
• Experience in grant management and understanding of institutional fund-raising.
• Proven financial management experience.
• Significant experience in procurement and tender processes.
• Excellent communication, interpersonal and influencing skills with a well-developed ability to motivate and persuade at high levels.
• Full professional fluency in English and Georgian languages. Fluency in Russian language is desirable.
• Excellent Computer Skills and advanced proficiency in Excel are required.
• Experience of working in ERP systems would be an advantage.

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: 12 months with possible extension subject to funding

Salary and conditions in accordance with Danish Refugee Council’s Terms of Employment for national staff. This position is placed at salary Scale Band F

Duty station: Tbilisi, Georgia

Availability: 15th January 2023

Application process

All applicants must upload a cover letter and an updated CV in English no later than December 25th, 2022 at 24:00 PM.

We only accept online applications at https://drc.ngo under Vacancies >Current Vacancies. Click on the vacancy then on ‘Apply for position’ at the bottom of the window. Please indicate at least two references with contact information.

If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport

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

Only short-listed candidates will be contacted for an interview.

DRC is an Equal Opportunity Employer