Head of Support Services NGO Careers – Danish Refugee Council (DRC)

Job
Title:   
 Head of
Support Services
 (Re-advertised) 
Organisation: Danish Refugee Council
(DRC)
Duty
Station:
 Kampala,
Uganda
Reports to: Country Director
About US:
The Danish
Refugee Council (DRC) is a private, independent, humanitarian organization
working on all aspects of the refugee cause in more than 36 countries
throughout the world. The aim of DRC is to protect refugees and internally
displaced persons (IDPs) against persecution and to promote durable solutions
to the problems of forced migration, on the basis of humanitarian principles
and human rights. DRC works in accordance with the UN Conventions on Refugees
and the Code of Conduct for the ICRC and NGOs in Disaster Relief.
Job
Summary: 
 The
Head of Support Services will offer overall direction and management of all
support services in the operation, in close cooperation with the Country
Director. The Head of Support Services will ensure the existence of effective
and efficient business support in the CO’s finance, human resources,
procurement and logistics activities.
He/She will
play a key role in developing and implementing country specific strategies as
well as devising, implementing and improving operational systems, processes and
policies in support of DRC’s mission in line with DRC operational standards and
procedures.
Key Duties
and Responsibilities: 
Strategic
Management Roles:
·        
Participate
as a member of the SMT in the development of the mission and the Annual Plan in
accordance with the DRC Global Policies and guidelines.
·        
Responsible
for maintaining and improving resource management in the mission, together with
SMT.
  • Identify
    both short term and long term resource needs and translate these into
    objectives and priorities for future DRC projects.
  • Advise
    and inform the CD in regards to the development, monitoring and assessment
    of the ongoing programs in terms of resource management.
  • Participate
    in drafting project proposals, and on the use of resources according to
    budgets and policies.
  • Manage,
    coordinate and coach functional head of departments.
  • Systems
    development and roll out of systems already developed in close cooperation
    and coordination with RO and DRC’s headquarters. This includes tools for
    monitoring shared expenditures, donor co-funding and decentralized book
    keeping and grants management systems.
  • Be
    the senior management focal point and leading the overall country
    implementation of the DRC Dynamics (Enterprise Resource Planning, ERP)
    system. The implementation of the DRC Dynamics system is expected to take
    a significant part of HoSS work time. The overall purpose of the DRC
    Dynamics Program is “to improve DRC efficiency and effectiveness by
    providing adequate IT system support for core business process by
    implementing one global ERP solution covering Supply Chain, Human Capital
    Management, and Finance, and update business processes as deemed
    necessary”.
  • Risk
    Management Framework and compliance to external and internal regulations
    as well as continuous improvement to internal control environment.
  • Act of the CoC and Safe
    Guard Focal Point.
Finance:
  • Ensure financial
    regulations, procedures and documentation requirements are adhered to in
    DRC country operation.
  • Provide
    overall financial planning support to Head of Programs, advise on spending
    and financial spending strategies, provide accurate financial outlook of
    the programs on a regular basis.
  • Provide
    inputs to budget development and guidance on overall financial management
    support to the budget holders.
  • Constantly
    check the integrity and robustness of financial procedures, possible
    mismanagement and suggest corrective actions to minimize losses.
  • Implementation
    of a functioning, real-time master budget tool to Senior Management Team,
    and programme managers.
  • Active
    seeking for direction from the senior management team once suspecting or
    having discovered [early] signs of budgetary disparity, fraudulent
    activity, or administrative adversities thereof.
  • Reviewing
    of timely and accurate financial and administrative reporting to external
    parties, and to the headquarters.
  • Ensure that all
    necessary agreements, permits and licenses necessary for DRC‘s operations
    (including VAT exemption where applicable) are in place and keep updated
    on national Administrative rules and regulations pertaining to the
    activities of DRC.  
HR and
Administration:
  • Direct management of
    administrative and finance personnel at manager level, indirect management
    of the officers in field offices, and monitoring the conduct of other
    staff in relation to the rules and policies of DRC.
  • Ensuring
    an honest, timely and quality delivery of administrative and financial
    operations and services at all levels of organisation hierarchy, through
    sound recruitment, firm internal controls and reporting, solid
    coordination between projects and personnel, and internal audits.
  • Facilitation
    of continued learning and improvement through training, coaching, and
    communication amongst personnel, and organising sessions for
    self-evaluation and goal-setting.
  • Ensure
    that effective HR policies are in place and implemented.
  • Upholding
    of the Code of Conduct among the personnel at country office and in field
    locations through personal example.
  • Ensure
    a sound HR and payroll management system compliant to DRC HR policies is
    in place.
  • Support
    the deployment of expatriate staff members, especially as regards travel,
    housing, and Country Office compliance with the DRC Terms of Expatriate
    Employment.
  • Ensure
    a well-functioning staff complaint reporting and handling mechanism is in
    place.
  • As a member of senior
    management team, ensuring that agreed measures for safety and security are
    in place and adhered to by all staff, including but not limited to the
    upkeep of MOSS standards, security and evacuation plans, and staff
    movement.
Supply
Chain (Logistics, Procurement) and IT:
  • Provide supervision to
    country procurement and logistics inclusive of related information
    management and maintenance, requests for quotations, quality control and
    ensuring the set procedures are followed.
  • Supervise
    country procurement and logistics personnel, and ensuring logistics team’s
    close cooperation with the departments for admin/finances, human resources
    and program operations.
  • Monitoring
    procurement procedures and ensuring that items are accounted for and
    quality/quantity controlled in stock reports and asset inventory
    management system.
  • Providing
    support to Logistics and Procurement Coordinator in timely management and
    updating of all logistics reports and information as required by the
    organization.
  • Standardization
    of all service contracts.
  • Streamlining
    and harmonizing logistics and procurement procedures across all field
    offices.
  • Manage
    and implement Information Technology strategies of East Africa and Yemen
    Region.
  • Work
    closely with the IT Officer to make sure that Information Management
    System is properly configured, IT related services provided, Networks,
    infrastructures are administered including desktop PC’s, servers, network
    equipment, and software applications.
  • Make sure that regular
    and high quality IT support to all users and identify appropriate
    solutions to be integrated into the systems operation and make
    recommendations for implementation.
Team
Management and Coordination:
  • Direct supervision and
    management of staff in the relevant areas of responsibility. This will
    include regular team meeting and strong follow up of objectives set for
    the staff under direct supervision.
  • Develop
    a network with other INGOs on finance and administration-related topics
    and ensure a proactive communication with all relevant stakeholders.
  • Share
    and coordinate administration and finance related information with the
    Head of Programs and other staff, and attend any internal coordination meetings.
  • Liaise
    with donors and government officials, especially in relation to the issues
    of compliance, registration and audit.
  • Maintained
    close coordination and dialogue with Regional Office and HQ, Project
    Managers and Sector leads in country on operations.



Qualifications,
Skills and Experience: 
  • The ideal candidate for
    the Danish Refugee Council (DRC) Head of Support Services job placement
    must hold a Post graduate degree in Business Administration, Finance or
    Accounting. Additional Professional qualification such as ACCA/CPA or
    equivalent is desired.
  • Seven
    years of INGO or other international agencies experience in finance and
    operations management in international humanitarian set up, including
    demonstrated ability to set up operational management systems in a large
    programme and direct experience of delivery of humanitarian programme in
    an emergency response.
  • Three
    years of proven experience in implementation of an ERP system.
  • Excellent
    knowledge in preparing major international donor reports and knowledge of
    major donor rules including UNHCR, UNICEF, ECHO, EC, DFID, DANIDA and USG.
  • Possess
    strong accounting, analytical and conceptual skills.
  • Proven
    Communication and Management Skills.
  • Proven
    commitment to accountable practices.
  • Previous
    experience in setting up systems in a new country program is an asset.
  • Knowledge
    of working in challenging environments.
  • Proven
    ability to manage large varied workloads and deal constructively with
    stress and periods with long hours.
  • Proven
    ability to prioritize tasks, meet deadlines and work with limited
    supervision.
  • Proactive,
    stable and robust character and a good team player.
  • Excellent
    interpersonal skills and demonstrated ability to establish effective
    working relations at all levels.
  • Languages: Excellent communication
    skills in English is required.
How to
Apply:
All candidates
should send their online applications at the link below.
Deadline: 27th October
2019
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