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

Job Title:    Head of Support
Services

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.

Click
Here

Deadline: 27th August 2019

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