Support Service Manager – Beni GNK

• Country: Beni, Congo
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: DRC
• Gender: Both
• Deadline: 2024-01-23

Context

The Danish Refugee Council (DRC) assists refugees and displaced people around the world: we provide them with emergency aid, fight for their rights and help them have access to a better future. We are present in conflict zones, along displacement routes and in countries where refugees settle. We work in cooperation with local communities to identify solutions that are both responsible and sustainable. We work towards the successful integration of refugees and where possible so that their wish to return can be realized. In the DRC, DRC has been engaged in humanitarian aid since 2009. DRC is currently implementing a number of projects in the provinces of Ituri and North Kivu, particularly in the protection, education, and food security and economic recovery.

General objective of the position:

The Support Services Manager will supervise the Finance, Human Resources/Admin, and Supply Chain teams at field level (Beni base). The Support Services Manager will ensure compliance with the various volumes of the DRC Operations Manual, as well as lessor policies, procedures and rules.

He/she will be responsible for verifying budgets and other financial aspects, base supply plans, validating reports, and being the Area Office focal point for audits. He/she will ensure the proper functioning of support services in Ituri, and will receive and request technical support from coordination managers (HR/Admin, Supply Chain, Finance), the Head of Support Services. He/she will also coordinate with the Area Manager and the program teams at the Beni bases.

Main Responsibilities:

Staff management

• Ensure the recruitment, integration and monitoring of support staff (Finance, HR, Admin, IT, Supply Chain) of the bases in the province of assignment
• Encourage and facilitate coordination and collaboration with technical coordination teams
• Manage the activities and priorities of the support teams under your responsibility, in the spirit of collaboration with the coordination teams and with the aim of achieving the objectives of current projects with a concern for the quality and efficiency of everyone’s work.
• Prioritize the work of the teams (with possible support from the Area Manager) and report to the relevant Coordination Manager any need for extraordinary support from the coordination teams in order to ensure optimal management at all times support services
• Plan leave for base support teams, after consulting the programmatic needs (consult the Area Manager for prioritization) and in collaboration with the Managers of the relevant coordination teams to ensure continuous coverage of support services

Financial management

• Contribute to the financial analyzes of the budgets of current projects in the province (review of TDLs for support lines and planning and projection of support expenses);
• Contribute to the development of project budgets by informing the operational costs of the bases;
• Check suppliers’ purchasing and/or payment files to ensure compliance with DRC and lessor rules, before final approval by the authorized person;
• Collaborate with the coordination team to find solutions to financial management problems and implement the solutions found to ensure uniformity and compliance in the province of assignment;
• Contribute to the development of financial reports, in collaboration with the coordination team;
• Support the development and updating of the Master Budget, in collaboration with the Finance Coordination Manager, and under the technical supervision of the Head of Support Services;
• Supervise the establishment and maintenance of the organization’s financial policies at the base level of the province of assignment, in accordance with national and local legislation, particularly in compliance with tax laws;
• Supervise the weekly and monthly reconciliations of the bases in the province of assignment, and contribute to the monthly and annual accounting closure at the base level.

Administrative management

• Manage administrative aspects at the base level of the province of assignment;
• Establish monitoring systems for administrative matters, in collaboration with the Admin/HR Coordination Manager, to ensure compliance with DRC and lessor procedures as well as national and local legislation.

Human Resource Management

• Supervise the Human Resources department and ensure monitoring of HR procedures at the base level of the province of assignment;
• Support managers in the recruitment of their teams and advise them in the supervision of these teams;
• Build capacity and guide base HR employees, in order to improve the quality of work of the HR department, and ensure compliance with DRC procedures, donors and national and local legislation;
• Intervene as a mediator in the event of a professional conflict between staff members and/or between an employee and DRC, while ensuring compliance with procedures and legislation in force;
• Advise and support team leaders on human resources issues;
• Support the Area Manager as well as project managers in monitoring HR procedures, planning HR needs, recruitment, orientation on DRC HR procedures, the integration process for new employees, etc.  

Supply Chain Management

• With the support of the Area Manager (who will give programmatic priorities), ensure that the Supply Chain team leader and his staff respond on time to the expectations and needs of the programmatic teams;
• Ensure that Project Managers develop/review their purchasing/supply plans on a monthly basis, and collaborate and coordinate with the Coordinating Supply Chain Manager to ensure their review and consolidation of the various plans;
• Communicate regularly with the Coordination Supply Chain Manager to enable the proper prioritization of purchases made at the coordination office level;
• With the support of the Coordinating Supply Chain Manager, ensure compliance with DRC and donor procedures (purchasing, equipment management, fleet management, stock management, etc.) in all Supply Chain activities bases ;
• Report any difficulties and challenges to the Area Manager and the Supply Chain Coordination Manager in order to enable the best responsiveness of the organization;
• In the event of peaks in the Supply Chain team’s workload, intervene to prioritize work and directly support the teams, but also communicate any need for extraordinary support from the coordination team.
• Ensure that market studies are carried out regularly to have an up-to-date supplier and price database.

IT

• Be the focal point for IT management for base personnel in the province of assignment;
• Supervise IT staff at the local level to ensure good collaboration and communication with coordination;
• Coordinate with the internet service provider at the local level during the installation of equipment, maintenance and monitoring of the quality of service; report any prolonged and/or recurring connectivity problems to the coordination office, HOSS and Area Manger.

In this position, you must demonstrate the five DRC essential skills, namely:

• Strive for excellence : you focus on achieving results while ensuring an efficient process. You strive to produce accurate, thorough and professional work with optimal use of time and effort.
• Collaborate : You cooperate with and involve relevant parties, actively seeking their opinions and sharing key information with them. You support and trust others, while encouraging feedback.
• Take the reins : You take responsibility and prioritize your work based on DRC’s overall vision and goals. You take the initiative when faced with a challenge or opportunity and you seek innovative solutions.
• Communicate : You write and speak effectively and honestly while adapting your style and tone to the situation. You actively listen to others and involve them in dialogue.
• Demonstrate integrity : You respect and promote the highest standards of ethical and professional conduct in relation to DRC’s values ​​and code of conduct, including protection against sexual exploitation, abuse and harassment .

Technical experience and skills:

• Minimum 5 years of experience in a senior financial management position, preferably in an international humanitarian organization;  
• Good knowledge of supply chain procedures, fleet management, equipment management will be a considerable advantage;
• Knowledge and expert use of MS Office work tools (in particular Excel);
• Ability to work in a complex environment and demonstrated organizational and independent work skills; the ability to prioritize and meet deadlines will be essential;
• High level of analytical skills, demonstrated and successful initiative taking, ability to work autonomously and showing proactivity in solving problems;
• People management skills, listening skills and performance management; strong interpersonal skills and the ability to create and maintain good working relationships with a large number of people across the organization;
• Cultural sensitivity and capacity for integration will be necessary for good collaboration within a multicultural team; respect and promotion of DRC values ​​and its Code of Conduct will be necessary;
• Ability and willingness to learn and adapt to DRC’s internal policies and procedures; any prior knowledge will be valued.

What we offer

Duration of contract: 1 year renewable subject to performance and financing.

Salary:   in accordance with the conditions of employment of the Danish Refugee Council Band F/ Manager.

Start date:   February 2024

Place of assignment: Beni – North Kivu (with frequent field trips)

Hierarchical line :   Area Manager

Ensuring equal opportunities : we are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without regard to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation , marital status or any other factor. At DRC, we celebrate diversity and value our employees for the people they are and their unique skills, backgrounds and perspectives. We encourage all interested candidates to apply in general and in particular local applications

Promote high standards: DRC’s ability to provide protection and assistance to refugees, internally displaced persons and other persons of concern depends on the ability of our staff to respect and promote the highest standards of conduct ethical and professional in relation to DRC’s values ​​and code of conduct, including protection against sexual exploitation, abuse and harassment. The DRC conducts thorough and comprehensive background checks as part of the recruitment process. DRC is committed to achieving gender parity in staffing at all levels. For this, female candidates are particularly encouraged to apply to close the gender gap.

APPLY NOW