Support Service Team Leader

Employment category: G- Manager

Reporting to: Head of Support Services

Technical Report to:  Head of Support Services

Subordinates: HR/Admin Officer. Supply Chain Officer. Driver. Cleaner.

Overall purpose of the role:

Ensure full compliance with DRC’s operations handbook on finance, administration, HR and supply chain activities. Oversea the Admin/HR and Supply Chain Staff at the DRC Libya Coordination Office in Tunis. Ensure effective budgetary control, and adherence to DRC and donor policies and procedures. This role has a base focus and ensures compliance to DRC procedures and guidelines at base level. The role contributes to the development of base strategies, which are translated into action plans and day-to-day tasks.

Responsibilities:

• Line manage Supply Chain, Administrative and HR staff, drivers, cleaners etc.

• Oversee office and guesthouse maintenance and related contracts / services such as electricity, water, internet and telephone.

• Ensure that thorough and effective budgetary control is in place, and ensure accountability and donor compliance in all financial documentation

• Oversee efficient Human Resource management of both DRC contracted employees and incentive-based workers

• Prepare relevant inputs to programme and support budgets in collaboration with relevant program managers

• Ensure full implementation and adherence to all DRC internal policies and procedures as well as local law regulations

• Arrange travel itinerary for visiting / departing expat staff including tickets, visas, accommodation and pick-up / drop offs.

• Responsible for training and provision of support to program staff in understanding financial obligations and minimum requirements

• Contribute to overseeing staff training and promotion

• Oversee HR procedures based on the global people policy, including recruitment, development, performance, contracts, well-being and people planning.

• Act as DRC Code of Conduct focal point, including training and implementation

As Team Leader the post-holder is responsible for the following:

• Accountable for people management of employees, usually working in the same area of work

• Accountable for ensuring that agreed work plans and tasks set by the next-level up Manager are implemented on time

• Hiring and termination of employees and conducting performance appraisals (closely overseen by the next-level manager)

Supervisor responsibilities:

• Coordinates the daily activities of small teams, often comprised of subordinates and/or employees carrying out similar tasks

• Does not have direct line management responsibility for staff, but may contribute to recruitment and/or performance appraisal of members of the team

• Implements the manager’s decisions through the work of subordinate employees, often playing a role in deciding how to do it; and how to achieve the objective set by the manager.

Key Deliverables: (in bullet points)

• Update and periodic submission of relevant DRC Trackers (Contract, Procurement, Visas etc)
• Update and physical verification Asset Registration Lists
• Monthly Reports to HOSS
• Settle Cash Advances and Low Value Procurements

Key stakeholders: (internal and external)

• Program: DRC & DDG HoPs, Coordinators, project managers
• Support function: HOSS (finance, HR, SC and administration)
• Safety
• Suppliers
• Expat Staff

Education/qualifications:

• Strong Finance & budget management skills;
• Attention to detail
• University degree in relevant subject area;
• Excellent writing and communication skills;
• Strong interpersonal skills and demonstrated ability to establish effective working relations with national staff and other stakeholders;
• Ability to work in a deadline driven environment and undertake a proactive approach;

Experience: (include years of experience)

• At least 2-3 years professional work experience in humanitarian organisations
• Experience with procurement procedures of INGO’s
• Knowledge of major donor compliance requirements.
• Knowledge of the local context
• Experience with portfolio management and inter-departmental coordination
• Experience in Finance & Human resource and logistics

Languages: (indicate fluency level)

• Fluency in written and spoken English;