Support Service Coordinator Non-profit Careers – Danish Refugee Council (DRC)

Job Title:        Support Service Coordinator
Organisation: Danish Refugee Council (DRC)
Duty Station: Uganda
Reports to: Area Manager
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 Support Service Coordinator will assist
the Area Manager in the management and direction of support functions in the
Kyaka and in accordance to DRC guidelines. He/she will be offer support to DRC
Kyaka office in providing technical guidance, management and oversight of
finance, administration, human resources and IT. The position will also
coordinate with Kyaka staff both admin and programs on support, training,
guidelines and standard operating procedures as set by Danish Refugee Council
(DRC). The position may require frequent travel to the field as/when required.
Key Duties and
Finance and Grants
  • Overall responsible for ensuring sound
    financial management in Kyaka office.
  • Ensure the proper grants management in
  • Ensure DRC finance regulations and
    procedures are adhered to in all Kyaka II offices. Consequently
    consistently assess and identify gaps for further capacity building.
  • Implement, manage and develop internal
  • Responsible for ensuring accurate and complete
    entries in the accounting system and presence of an accurate filing system
    and as well as accurate and complete transaction documentation.
  • To ensure timely completion by the finance
    team of the assigned accounting tasks that are in accordance with the
    outlined policies and procedures.
  • To assist in tracking the journal entries
    by reviewing the source documentation and making relevant adjustments,
    assisting in the preparation of audit requirements, supporting in the
    preparation of statistical reports and to make sure that they are
  • To provide support in budget preparation
    and drafting of relevant documents, perform miscellaneous filing, ad hoc
    reconciliation, etc.
  • Maintain and update the Kyaka II
    operational budget (master budget).
  • To be present at various meetings, to
    address the issues, provide appropriate guidelines for improvising the
    businesses process, and to identify opportunities for improvement.
  • Involve and support for budget
    developments with the programme staff.
  • Support sector leads to have the budget
    projections before starting the implementation
  • Coordinate monthly budget review meetings
    and document the action points.
  • Responsible for all financial reporting in
    Kyaka II Region.
  • Ensure DRC procurement guidelines are adhered
    to in all Kyaka II offices.
  • Actively engage and support the program
    teams in procurement planning to ensure timely delivery of project inputs
    and activities.
  • Work in liaison with Country Office
    Kampala, identify, negotiate and implement contract & framework
    agreements which result in efficiencies in line with financial and
    forecasting requirements.
  • Maintain accurate auditable records of all
    procurement process which result in high process compliance.
  • Administer contract performance, including
    delivery, receipt, warranty, damages and insurance.
  • Plan and engage with Project Managers to
    understand contract specifications and with suppliers to develop a profile
    of delivery capability which results in effective market engagement.
  • Conduct efficient and collaborative
    procurements which are DRC and donor compliant (advice, tendering,
    evaluation award & contract management) and which result in a high
    value adding commercial outcome.
  • Build supplier, category and market
    understanding through performance management, research and stakeholder
    briefings which result in the management of commercial issues throughout
    the procurement cycle.
Administration, IT and Human Resources
  • Coordinates recruitment process at field
  • Ensures that all field staff have valid
    contracts and informing Kampala HR Officer on any renewals to be made.
  • Provides guidance on policy issues at
    field level in liaison with the Country HR and Admin Coordinator
  • Ensures that Monday morning minutes for
    the region will be shared with the admin by Wednesday of every week.
  • Has the overall responsible for office
    management. This refers to the coordination office in Kyaka II and all the
    sub offices in the region.
  • Focal Person for Payroll at field level
    ensuring that monthly payroll updates are sent to the Kampala HR Officer
    by the 15th of every month
  • Responsible for staff personnel files. The
    Admin and Finance Manager is to ensure that all personnel files for all
    the Kyaka II will be kept updated following the prescribed checklist.
  • Raise staff complaints to the coordination
    office in Kampala
  • Coordinates Medical and Workman’s
    insurance for field staff in liaison with Kampala HR
  • Responsible for all the Field office
    timesheets and sends to Kampala HR by 5th of the following Month
  • Coordinates performance appraisal process
    ensuring that all staff are appraised at the end of probation and at the
    end of year.
  • Coordinates orientation process for all
    new staff at field level.
  • Coordinates leave tracking and ensures
    that the tracker is sent to the Kampala HR Officer at the end of every
  • Coordinates the exit and clearance process
    ensuring that all exiting staff have handed over DRC property and the exit
    forms sent to Kampala HR.
  • Responsible for ensuring that airtime for
    field staff is loaded monthly and timely. This is done in liaison with the
    Kampala Admin Officer.
  • Responsible for all premises leases at
    field level and coordinates with the Admin officer in Kampala to ensure
    that we always have valid leases and that payments to the lessors are done
    in a timely manner.
  • Ensure service contracts are respected and
    paid for according to agreed terms of payments.
  • Support the implementation of DRC Uganda
    IT strategies in Kyaka II region.
  • Support the Admin Assistant in the Guest
    House management.
  • Ensure adherence to DRC procurement and
    logistics guidelines.
  • Ensure Kyaka II offices are compliant to
    DRC operational handbook.
  • Provides guidance on policy issues at
    field level in liaison with the Country Office.
  • Provide overall oversight of the support
    departments by analyzing and ensuring they are working together to deliver
    services on timely manner.
  • Responsible for the rolling out of
    existing and new support and operational tools, policies and ensures
    consistent application of the same in the Kyaka II Region.
  • Responsible for information management
    & sharing in Kyaka II region especially when it relates to finance,
    administration, human resources, IT and procurement.
  • Ensure coherent reporting is adhered to by
    all support departments this relates to monthly cashbook reporting,
    departmental area performance indicators (API) reporting due to the
    country office by 5th of every month and any other ad hoc report requested
    from time to time.
  • Build capacity and provide technical
    supervision of support functions in Kyaka II.
  • Perform any other duties as may be
    assigned from time to time.

Qualifications, Skills and Experience:
  • The ideal candidate for the Danish Refugee
    Council (DRC) Support Service Coordinator job placement must hold a Master’s
    degree in Financial Management or Business Accounting.
  • Three to five years’ experience in
    management of budgets exceeding 1m USD;
  • Three to five years’ International NGO
    experience managing staff, and budgets funded by donors such as EC-ECHO,
  • Previous experience with Non-Governmental
    Organization in similar/related position is a must.
  • Previous working experience complex
    environment or refugee response is an asset;
  • Excellent command of English language.
  • Excellent interpersonal, communication
    skills with proven experience in liaising with local authorities;
  • Ability to work under pressure and with
    tight deadlines;
  • A team player and the ability to work with
    limited supervision;
  • Flexible, pro-active, and with the ability
    on follow through on tasks;
How to Apply:
All suitably qualified and interested candidates should send their
applications including;
  • A cover letter (1
    page) in which you explain why you are interested in the position and how
    you meet the qualities and qualifications criteria
  • Concise and accurate
    CV (maximum 3 pages). The CV should include information about your
    qualification, relevant training courses, Work experience, name and
    contact details of 3 relevant references.
All applications should be sent to clearly
indicating position name in the subject line.
Deadline: 26th March 2018
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