Support-Services Team Leader

Contract

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

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Support Services Team Leader.

About the job

Under the direct supervision of the Base Manager, and in close coordination with DRC’s ALT coordination office, the Support Service Team Leader provides coordinated and strategic leadership for all support functions, in particular for the timely and effective procurement & logistical support required for the implementation of DRC programmes in the Sahrawi refugee camps. He also ensures the smooth running of all support functions to meet the programme needs in line with the DRC Operations Handbook.Your main duties and responsibilities will be:

Planning and strategy

• Ensure that annual planning for support services is done and regular targets are met.
• Ensure that project planning includes relevant support service requirements (such as lead times and appropriate budgets).
• Ensure that resource mobilization is realistic 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.

Administration Support

• Be the focal point for key administrative tasks;
• Oversee and ensure that the follow up on routine tasks are carried out (guesthouse supplies, visa applications, phone credit purchase, utilities bill payments, rental and lease agreements);
• Coordinates the daily activities of the supply chain assistant and ensure an adequate coordination of drivers & movements;
• Contribute to recruitment, training, capacity building and/or performance appraisal of members of the supply team;
• Assist all staff in understanding procurement procedures and formats and develop Logistics & Procurement induction;
• Ensure that all logistics specific donor rules and policies are understood and respected by staff members;
• Ensure that all relevant logistics/administrative documents are filed and archived properly.
• Oversee the IT function in the Tindouf office and guesthouse, ensuring availability of internet, setting up laptops, printers, and any other IT equipment, liaising with IT suppliers when needed in terms of repairs and updates of the equipment.

Logistics and procurement support****: design and implement a sustainable and robust procurement and logistics system for the efficient and effective support to all DRC programs:

Procurement

• Ensure that all the procurement processes are in line with DRC Operations Handbook and procedures.
• Ensure compliance with donor requirements, rules and regulations.
• Assist in preparation and follow up of procurement plans, and requests for current grants.
• Ensure procurement of all goods and services. Track all orders, purchases and deliveries.
• Keep proper procurement and logistics records according to DRC guidelines.
• Oversight of all purchase and service contracts to ensure DRC's interests are protected.
• Optimize all logistics operations to increase cost effectiveness including setting up longer term supply contracts.
• Develop framework agreements with suppliers. Ensure DRC supplier due diligence is effective in the relevant context.
• Oversee the development of vendor lists and supplier registration process.
• Ensure that all suppliers and service providers conform with the Code of Ethics.
• Correctly apply ERP supply chain processes.
• Prepare and submit monthly logistics and procurement report to supervisor.

Warehouse management / inventory

• Assist in the design and planning of storage solutions at field locations, including warehouses/guesthouses.
• Warehouse management, including reporting and alert mechanism to program staff.
• Oversee the tracking and recording of all DRC assets and inventory according to DRC policy and guidelines.
• Maintaining and managing the assets list.

Fleet management

• Oversee the proper usage of daily and weekly car movement tracking sheets and accompanying procedures for vehicle requests.
• Ensure the training of all DRC drivers on safe driving techniques and introduce accountability for the cost of bad driving (speeding tickets, car damages, fuel consumption, etc.).
• Coordinates the daily activities of the drivers’ movements.
• Implement daily, weekly, and monthly checklists for vehicles and fuel usage.
• Coordinate with the Saharawi Ministry of Cooperation for car rentals.

HR support******: this function will be implemented progressively once the HR assistant will have been recruited and in close coordination with the Area Manager.

• 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;
• 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).

Finance****:

• 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;
• Work with finance to ensure programme teams clearly understand compliance requirements.

As Team Leader 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 decisions on what the unit does: its purpose, functions and role.
• Accountable for people management of direct reports (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: Finance Officer and Support Service Assistant.

Reports to Base Manager

Technical Line Supervision: Head of Support Services

About you

To be successful in this role you must have:

Experience and technical competencies: (include years of experience)

• At least 4 years' experience in similar role with an NGO / IO or the private sector.
• At least 3 years' experience with people management.
• Knowledge of project cycle management.
• Experience in 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.
• Good communication skills and team spirit.
• Good knowledge of IT functions.
• Experience working in Tindouf area and the Sahrawi refugee camps area of Algeria is an advantage.
• Experience with local authorities is an advantage.
• Working experience with UNHCR, ECHO, EU donor guidelines is an advantage.

• Proficiency in spoken and written Arabic & English.

  Moreover, we also expect the following:

Required

• University degree preferably in administration, business or procurement / logistics (or relevant area).
• Fluency in English
• Fluency in local language (Arabic/Hassanya)

Desirable

• Spanish and/or French a distinct advantage.
• Driving license is 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: DRC will offer the successful applicant a 6-month contracts, renewable dependent on both funding and performance.

-Starting date: You must be available to start work from April 1st, 2024 and be willing and able to work in all Sahrawi refugee camps in Tindouf.

-Salary and conditions: will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process:

All applicants must send a cover letter and an updated CV (no longer than four pages) in English, to the DRC office in Rabouni/Tindouf (Weather Haven base) and to the Sahrawi Ministry of Public Function. Application without cover letter and CV will not be considered. Failure to do this minimum requirement will lead to the disqualification of the candidate.

Applications will close on 15/03/2024.

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