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Support Services Manager

Bujumbura

  • Organization: DRC - Danish Refugee Council
  • Location: Bujumbura
  • Grade: Mid level - Mid level
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Procurement
    • Managerial positions
  • Closing Date: Closed

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfilment of the wish to return home. The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced. All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC has been implementing emergency response projects in Tanzania since the onset of the Burundi refugee crisis in 2015 in the three refugee camps in the Kigoma region, at the border with Burundi. DRC’s integrated projects for refugees, asylum seekers and host communities comprise sectors such as Camp Coordination and Camp Management (CCCM), Protection, Water, Sanitation and Hygiene (WASH), Shelter and infrastructure, General Food Distribution (GFD) and Livelihoods. The establishment of an office in Bujumbura, Burundi in 2018 aimed at strengthening cross border response and enhance the impact of its interventions to the Burundian returnees. In 2020, DRC implemented four projects in 2 provinces of Burundi focusing on protection and livelihood that were funded by ECHO, USAID, Novo Nordisk Foundation (NNF) and Danida. 

In 2021, DRC Burundi is seeking to reinforce its current structure, policies, practices and capacities. For this, DRC Burundi is recruiting a support services manager for 6 months renewable upon funding availability, to be based in Burundi, in order to reinforce its HR, finance and supply chain services.

Overall purpose of the role
Provides coordinated and strategic leadership for all support functions in the area and ensures the smooth running of all support functions to meet the programme needs in compliance with the DRC Operations Handbook

Responsibilities
The Support Services Manager (SSM) will have the overall responsibility for Human Resources, Finance and all logistics sections of the country program including procurement and supply chain, vehicle, transportation, asset and equipment, ICT. The manager will have a focus on systems development, documentation and implementation, including working with HR on an effective in-house training program and with finance, logistics and HR on audit systems and donor policies.

Main responsibilities:

  • Agree with CD and Head of Programs (HOP) annual and monthly objectives, and provide HOP with monthly report on progress based upon an agreed work plan;
  • Act as part of the Senior Management Team of the Burundi program;
  • Ensure that support services are fit for purpose to meet programme needs.
  • Ensure that annual planning for support services is done, that targets are met and that the plan is reviewed and adapted regularly
  • Ensure the compliance with DRC standards, national laws and donors requirements
  • Ensure that project planning includes relevant support service requirements (such as appropriate budgets, staffing, materials, etc).
  • Be the focal point for the compliance self-check, risk register, internal audit and results contract.
  • Represent DRC Burundi where relevant to external stakeholders;

 

Human Resources support:

  • Ensure that key documents are developed (such as internal staff regulations, staff contract templates, HR guidelines, welcome pack, induction package, leave planning, etc) in alignment with the national laws and DRC standards
  • Conduct training on the HR documents and tools, with a specific attention on PSEA and code of conduct
  • Ensure that monthly reports are produced and that targets are met by the department
  • Support with the recruitment process of national staff and the performance evaluation process
  • Streamline HR responses across departments (e.g., support on organigram development).
  • Ensure the HR team fulfils daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission and leave tracking.
  • Ensure that entering new staff will have equipment and dotation ready for incorporation.

 

Administration support:

  • Be the focal point for key administrative tasks, such as registration, rent contracts, consultants/service providers contracts
  • Oversee the team to ensure follow up on routine tasks are carried out (guesthouse supplies, visa applications, phone credit purchase, utilities bill payments, rental and lease agreements) on time and in compliance with DRC standards.
  • Ensure that the staff knows how to handle the ERP Dynamics correctly.

 

Supply chain support:

  • Directly supervise the supply chain/IT team and provide technical support and supervision to the filed logistics focal
  • Develop team action and improvement plan. Agree monthly objectives and review on a monthly basis their achievement;
  • Prepare team capacity building plan and conduct on the job / off the job training
  • Roll out all the guidelines regarding procurement and logistics
  • Develop project wise procurement plan including country procurement plan and agree with management
  • Manage procurement and supply chain as per procedures in transparent system
  • Establish warehouse and stock management system as per IR guidelines
  • Ensure physical warehouse is compliant for stock management and repair maintenance are done properly
  • Establish stock management procedures including goods receiving, stacking and distribution is managed according to compliance
  • Ensure proper ICT and assets management

 

Finance:

  • Primary budget holder for all support service lines and secondary budget holder for all programme lines.
  • Responsible for budget monitoring and forecasting for support service budgets.
  • Work with senior managers to budget and monitor all grants.
  • Ensure that key monthly and annual finance tasks are completed (i.e. payroll, SOS, PIT, cashbooks and cash forecasts) and in line with Operations Handbook procedures, and that monthly reports are sent on time and with quality
  • Work with finance to ensure programme teams clearly understand compliance requirements.
  • Responsible for audits conducted in-country

 

About you
To be successful in this role we expect the following experience and technical competencies: 

  • At least 5 years' international experience in a similar management position
  • Master's degree in Finance/Accounting or Business Administration
  • Certified Accountant Qualification coupled with 8 years’ relevant experience will be considered in lieu of Master’s degree
  • Full professional proficiency in English and French professional knowledge required
  • Proven experience in managing large, complex and multi-year budgets
  • Experience with logistics and procurement at first
  • Experience with start-up mission
  • Experience in preparation of Donor Budget and Reporting for Danida / USAID/ EU/ECHO/UNHCR/UN/FCDO donors.
  • Hands-on experience/skills in MS Excel (experience in working with formulas) & ERP Systems (ie: Microsoft Dynamics). Previous experience with Dynamics preferred
  • Competence in people management and staff coaching
  • Ability to prepare training modules on accounting management and conduct trainings to Finance and Non-Finance staff.
  • Strong initiative and self-motivated, with a strong commitment to teamwork and humanitarian principles.
  • Ability to multi-task and cope with competing demands under tight deadlines.
  • Identify priority activities and assignments, adjust priorities as required.
  • Experience of leading the implementation of operational improvements and the persistence to achieve change in a challenging environment.
  • Ability to operate and think strategically, coupled with proven analytical skills and the use of these to problem solve and make firm decisions.
  • Previous experience with DRC preferred
  • Experience of Dynamics software preferred

All DRC roles are required to master DRC’s core competencies:   

  • Striving for excellence: Focusing on reaching results while ensuring efficient processes.
  • Collaborating: Involving relevant parties and encouraging feedback.
  • Taking the lead: Taking ownership and initiative while aiming for innovation.
  • Communicating: Listening and speaking effectively and honestly.
  • Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

 

We offer

Duration:       6 Months renewable subject to Performance and Funding.

Contract:       Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for Global Expatriates employment Band Manger F. For qualified Burundi nationals’ terms of employment will be in accordance with DRC terms for National staff in Burundi.

Start Date:     1st June 2021 

Duty Station:  Bujumbura - Burundi

Reporting:     This position reports to Head of Programme 

Commitments:     DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html).  All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels.  In light of this, women candidates are particularly encouraged to apply to bridge the gender gap. 

Equal Opportunities: DRC is an equal opportunity employer.  We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees.  We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status or other protected characteristics.

Aapplications 
Applicants must send a cover letter (max 1 page) and an updated CV (max 3 pages) in English. The cover letter should outline your personal motivation for applying and your key qualifications for the position. Apply online on our page Current Vacancies at www.drc.ngo. Applications sent by email will not be considered. 

Closing date for applications: 10th May 2021

Applications will be reviewed on a rolling basis as they are received. 

If you have questions or are facing problems with the online application process, please visit  drc.ngo/jobsupport


 

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