Responsible for Support Functions (Republication) At Danish Refugee Council

Job title: Responsible for Support Functions

Hierarchical manager: Country Director Chad

Technical Supervisor: Regional Head of Support Services

Headquarters: N’Djamena with field office missions

Operational intervention area: Chad

Contract duration: 9 months (renewable)

Contract type: International or national

Salary conditions: Band Management F

Introduction

The Danish Refugee Council provides assistance to refugees and displaced people around the world: we provide emergency assistance to these people, including, we fight for their rights and strengthen their opportunities for a better future. We work in conflict-affected areas, as well as along travel routes, and within countries where refugees settle. In cooperation with local communities, we strive to achieve solutions that are responsible and sustainable. We are working for the successful integration of vulnerable communities and, where possible, the realization of their wish to return home.

Danish Refugee Council (hereinafter : DRC, for Danish Refugee Council) was founded in Denmark in 1956 and has since become an international humanitarian organisation with more than 7,000 employees and 8,000 volunteers. Headquartered in Copenhagen, and present in 40 countries, DRC is a non-governmental, non-profit, politically neutral, independent and non-denominational’aide organization.

Our vision is a life with dignity for all the displaced people in the world. All our efforts are based on our moral compass:’humanity, respect,’independence, neutrality, participation,’honesty and transparency.

DRC was recently registered in Chad. We start operations from scratch and aim to develop them quickly with the main objective of responding to the humanitarian crisis in the east of the country in close coordination with DRC in Sudan. Multi-country programming will also be explored in the south of the country in synergy with DRC Central Africa and Cameroon.

DRC places a strong emphasis on partnership, localization and sustainable solutions, working for equitable partnerships, and, effective coordination mechanisms and capacity-building of national and local actors to respond effectively to urgent needs, and to chart the path towards sustainable solutions. DRC is based in six countries in West and Central Africa and has a regional office in Dakar, Senegal.

1. About the post

The support services manager ensures the coordination and strategic direction of all support functions ; Finance, Human Resources, Chain S’procurement and IT ; and ensures that all support functions are functioning properly to meet program needs, in accordance with the DRC operations manual.

It ensures compliance with the procedures and guidelines of the DRC in the region. It contributes to the development of mission strategies, which are translated into action plans and day-to-day tasks. It provides technical support and advice to mission operations.

2. Tasks & responsibilities

As a support services manager, you are responsible for the following tasks :

Planning & strategy

• Ensure that the annual planning of support services is carried out and that the objectives are achieved, and, while ensuring that they are linked to global and regional procedures for consistency across the’organisation.
• Ensure that support services are tailored to the needs of the program.
• Ensure that project planning takes into account relevant support service requirements (such as appropriate deadlines and budgets, procurement planning).
• Ensure that resource mobilization is realistic and meets the needs of support functions, using the operations budget to contribute to donor proposals.
• Organize and facilitate monthly budget analysis and monitoring meetings with those responsible for the projects implemented and make reconciliations between budget consumption, and, L’evolution of activities and propose solutions if necessary.

Risk & compliance

• Be the focal point for compliance control, risk register, internal audit and support strategy objectives.
• Develop and ensure compliance with local procedures and policies through the various support functions
• Ensure that DRC partners are trained (initial and ongoing training) to effectively implement DRC guidelines and donor requirements.
• Verify the financial reports of partners and ensure that all supporting documents comply with DRC regulations and donor requirements.
• Performing random checks on partner spending (internal control)
• Carry out the internal control of the support functions and ensure the implementation of the recommendations
• Monitor the country’s risk register and provide recommendations for the risks associated with the support.
• Ensure adequate monitoring of risk mitigation measures in coordination with management and the people responsible.
• Ensure that all employees are trained and made aware of the Code of Conduct, anti-corruption policy and reporting mechanisms

Finance

• Ensure that all transactions are correctly recorded in the accounting system ( Dynamics ) and strictly comply with the deadlines set for the closing of the accounts ( weekly, monthly and annual ).
• Responsible for creating the budget for new grants in the system.
• Budget manager for all lines of office support and operation services
• Responsible for budgetary monitoring and forecasts for national budgets, in coordination with the program teams.
• Ensure budgetary follow-up of all subsidies with budget officials
• Ensure that the main annual financial tasks are carried out (such as annual reports and financial audits).
• Work with financial services to ensure that program teams have a clear understanding of compliance requirements.
• Ensure that the monthly financial tasks are completed (for example, and not limited to, salary review, etc, cash flows and cash flow forecasts) and in accordance with the procedures of the operations manual.

Human Resources

• Ensure that monthly reports are produced and objectives are met by the department, while liaising with the regional human resources department.
• Ensure that quarterly tasks are completed on time (such as staff onboarding, code of conduct training and leave planning).
• Ensure that annual human resources tasks are completed in accordance with the operations manual (for example, performance and development reviews).
• Streamline HR responses across departments (for example, support for organizational chart development and capacity development).
• Ensure that the HR team performs day-to-day tasks, such as recruiting, renewing or amending contracts, submitting timesheets, and tracking leave.
• Follow up with the CNPS and HR staff in Ndjamena on all relevant issues. Participate in meetings with the CNPS and the tax centre in collaboration with the CD and the HR department.

Administration

• Be the focal point for key administrative tasks, such as registration for the country.
• Supervise the team to follow up on routine tasks (for example, but not limited to, guesthouse supplies, visa applications, telephone credit purchase, etc, payment of utility bills, lease and lease agreements).

Logistics,’ supply chain and IT

• Ensure compliance with procurement procedures by being the focal point for tenders with the coordination unit (including as chairman for most major tenders).
• Monitor key departmental performance indicators closely and ensure that monthly reports are submitted on time and of high quality.
• Manage the development, planning and monitoring of framework agreements
• Ensure the proper application of the supply chain processes in the ERP system (Dynamics).
• Be a focal point and decision maker for cancellations of fleet movements with national coordination
• Work with the logistics manager to ensure that each of the ( purchases, fleet, assets, warehouses and IT ) sub-departments has objectives and achieves them, in accordance with the procedures of the operations manual.
• Ensure appropriate management of goods and stocks at national level
• Check that the supply chain team guarantees an appropriate computer system, with data backup and means of protection against malware, as well as sufficient and reliable means of communication for the mission.
• Ensure that data and information are secure and that all employees are trained and aware of IT security

As head of Support Services you will have the following responsibilities :

• Responsible for achieving DRC’s strategic objectives in its area of responsibility.
• Responsible for making important decisions about the activities of the support department: its objectives, functions and role, and, as well as making commitments and decisions that require the use of significant unit resources.
• Responsible for the management of the personnel of its direct subordinates, usually at least three employees. This includes hiring and firing, goal setting, testing, performance evaluation, staff development, performance management, including poor performance, etc.
• Make sound decisions based on DRC policies, MOPs, standards and advice from DRC technical experts.

3. Qualifications required :

• At least 5 years of experience in a similar role in the ONGI sector
• At least 3 years of experience in personnel management
• Knowledge of project cycle management
• Knowledge of supply chain management and purchasing processes
• Knowledge of the budget cycle and follow-up processes
• Knowledge of the principles of the code of conduct and human resources systems for performance management
• Knowledge of key donor policies and compliance procedures
• Knowledge/ability to work in french and english

Assets :

• Previous work experience in West and Central Africa
• Previous experience in launching an operation in a country

4. skills and qualifications required

• In this position, you must demonstrate the five core competencies of the DRC, namely :
  • Aiming 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 opinion 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 in the face of a challenge or opportunity and you are looking for 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 the dialogue.
  • Demonstrate’integrity: You respect and promote the highest standards of ethical and professional conduct in relation to DRC values and code of conduct, and, including protection against sexual exploitation, abuse and harassment.
• Ability to work in a multicultural and cosmopolitan environment ;
• Proactivity, with a cooperative and collaborative approach ;
• D’excellent communication skills (notably’attention and patience) are required ;
• Good organizational skills are required ;
• Exemplary professional ethics;
• Ability to work in a team and good sense of’ humor.

5. General Regulations

• The employee must follow the DRC’s instructions regarding safety, health, COVID-19 standards and’ hygiene as well as confidentiality and ethics, and, including the code of conduct and humanitarian accountability framework.
• The employee must not engage in any other paid activity during the contract period with the DRC without prior authorization.
• The employee shall not engage in any activity that could adversely affect DRC or the implementation of a project during the term of the contract with DRC.
• The employee must not grant media interviews or publish photos or other project-related materials without prior authorization.
• The employee must return to DRC all equipment borrowed for the project at the end of the contract period or on request.

How to apply

6. Application process

If you are interested(e), then apply online via this link : 

CLICK HERE TO APPLY

Applications can only be made’online, on the site indicated above. You must upload your CV online (3 pages maximum) and’a cover letter in French.

Applications sent by post or by e-mail will not be able to be considered. The same applies to physical filings of’a candidature file.

The DRC provides equal opportunities in terms of’employment and prohibits any practice of discrimination based on race, gender, skin color,’ religious,’ sexual orientation,’age,’age, l’ civil status or any situation of’handicap. The DRC does not discriminate in its recruitment processes.

For more information about the Danish Refugee Council, please visit the’organisation website at drc.ngo.

Applications will be closed from 17 April 2024 at 23H59. Nevertheless, it is possible for DRC to advance in the recruitment process before the end of the publication of the’offer, if an application meets the expectations and requirements of the position.