Job Title: Head of Support Services
Technical Supervisor: Regional Head of Support Services
Hierarchical supervisor: Country Director
Place of assignment: Niamey – Niger
Zone d’intervention : Niger
Period considered: 24 months
Contract type: Expatriate
Salary & Benefits: Management E
Introduction
The Danish Refugee Council (DRC) was founded in Denmark in 1956 and has since grown into an international humanitarian organisation with over 7,000 members. Based in Copenhagen, Denmark, and present in forty countries, DRC is a non-profit, politically independent, non-governmental and non-denominational humanitarian aid organisation. The Danish Refugee Council helps refugees and internally displaced people around the world. We provide emergency assistance, fight for their rights and strengthen their chances for a better future. We work in conflict-affected areas, along displacement routes and in countries where refugees settle. In cooperation with local communities, we strive to find responsible and sustainable solutions. We work towards successful integration and, where possible, return home. Our vision is a life of dignity for all displaced people. All our efforts are based on our compass of values: humanity, respect, independence and neutrality, participation, honesty and transparency.
1. Background
The Danish Refugee Council (DRC) has been operating in Niger since 2014 with a cross-border border management and security programme in the Liptako Gourma region (border region between Mali, Burkina Faso and Niger) with the aim of reducing armed violence. Since 2015, DRC has been implementing a Rapid Response Mechanism (RRM) programme, with assistance in shelter kits and non-food items (NFIs), protection monitoring, training and awareness-raising on human rights and food security through general food distributions. Since 2018, DRC has been implementing emergency response and livelihood support/strengthening activities in the Diffa area and has extended its RRM programme to the Tillabéri region, where it implements emergency response activities and a protection monitoring programme. In 2020, DRC expanded its activities in the Maradi region and is currently implementing three (3) projects in the departments of Guidan Roumdji and Madarounfa.
2. Purpose
As Support Services Manager, you will provide overall leadership and management of all DRC support services in Niger. You will ensure the efficient consolidation of services in the areas of finance, administration, information technology, human resources, procurement and logistics. You will play a key role in developing and implementing Niger-specific strategies, as well as designing, implementing and improving operational systems, processes and policies in support of DRC’s mission in Niger, in accordance with DRC’s international and regional operational standards and procedures. You will be a member of the Senior Management Team (SMT).
3. Responsibilities
Your main responsibilities and tasks will be as follows:
Finance
- Ensures that mission procedures are in compliance with DRC policies and donor contracts. This includes financial reporting for DRC and its partners, financial reporting to donors, cash and cash management, balance sheet reconciliations and monitoring of financial reports to the Nigerien authorities.
- Ensures that budget holders are supported in preparing accurate, complete and timely budgets, and coordinates with HQ for their validation and finalization.
- Supports operational teams by providing them with budget monitoring; controls budget monitoring for the mission support budget.
- Prepares and regularly monitors the mission’s consolidated budget and shares analyses of the financial situation with other members of the SMT.
- Ensures that internal and external financial reporting requirements are met in an efficient and timely manner.
- Supervises internal and external audits and controls the implementation of corrective measures related to DRC standards for support services.
Logistics and supply
- Ensures the proper implementation of logistics systems, including management of the vehicle fleet, inventory, purchasing, communications, customs in compliance with standard DRC logistics procedures, as well as any specific lessor rules.
- Ensures that DRC policies to combat fraud and corruption are implemented and scrupulously followed.
- Develops a strategic approach to procurement, using best practices to ensure purchases are delivered on time to projects and at the best quality/price.
- Ensures that a centralized asset tracking system is maintained, and that operational assets are correctly recorded according to DRC standards.
- Ensures the proper management of all DRC buildings in the country (monitoring of lease contracts, maintenance and repairs, hygiene, supply of electricity, water and necessary materials). Ensures that the buildings are properly secured in coordination with the security advisor
- Ensures the proper management of the vehicle fleet and ensures its proper use, including distribution by zone according to needs and budgets, supervision of drivers and their good practices, maintenance of vehicles, and monitoring of their fuel consumption.
- Ensures the proper management of the transport of goods and people by land, sea and air, in line with budgets and following the rules of good practice to ensure transport that meets both DRC safety rules and better cost management.
- Ensures proper management of access to communication for all staff.
IT
- Ensures the standardization and recording of the mission’s IT equipment and that all equipment (including internet connections) is at a level ensuring the proper functioning of the work, in particular the ERP.
Human Resources
- Ensures that all existing and new human resources policies are designed, implemented and revised in accordance with those issued by headquarters and Nigerian labor law.
- Advises the Senior Management Team on strategic human resources issues and risks, taking the lead on major initiatives in this area (training and development strategy, restructuring, salary reviews, etc.).
- Ensures that HR procedures, including recruitment and performance management (including the annual staff review), are followed by all staff and that managers receive the training and support they need to manage their teams appropriately.
- Ensures the proper management of administrative tasks related to personnel management.
- Ensures that the Homer system is used correctly, and oversees the preparation of monthly salaries.
Administration
- Ensures that the mission follows the Nigerian legal framework, and offers support on all legal issues, particularly for questions of taxes, labor code and obtaining visas and residence permits.
- Ensures that the mission complies with national and regional government requirements, including issues of memoranda of understanding and projects, requests for exemptions, annual financial and activity reports, and other requests for information.
Personnel Management
- Directly manages Finance, HR/Admin and Logistics Managers.
- Ensures that all support service team positions have a clear job description and that each team member has a clear understanding of the results expected of them and the success criteria related to their work.
- Ensures that all department personnel are aware of and comply with all DRC policies and procedures.
- Conducts performance evaluations of Managers, provides corrective feedback or capacity building as needed, and takes decisive action in the event of poor performance.
- Ensures that work within the support service teams is planned and organized to meet DRC’s needs in the most efficient manner possible; ensures that team members are given an appropriate workload and work efficiently.
Other
- Conducts regular field visits to assess systems and controls in place and identify necessary improvements.
- May act as interim Country Director in his absence.
- Ensures the proper management of the code of conduct, and is a member of the Complaints Management Committee (Code of Conduct Intake Committee).
- Ensures the management and control of mission risks, in particular by keeping the Risk Register up to date
- Undertakes other related duties as may be reasonably assigned by the Country Director.
4. Skills and qualities required
- In this role, you must demonstrate the five essential DRC skills, namely:
- Striving 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 engage stakeholders, actively seeking their opinions and sharing key information with them. You support and trust others, while encouraging feedback.
- Taking the Lead: You take responsibility and prioritize your work based on DRC’s overall vision and goals. You take the initiative when faced with a challenge or opportunity and seek 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 dialogue.
- Demonstrate Integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to DRC’s values and code of conduct, including protection from sexual exploitation, abuse and harassment.
- Ability to work in a multicultural and cosmopolitan environment
- Proactivity, with a cooperative and collaborative approach
- Excellent communication skills (including attention and patience) are required
- Good organizational skills are required
- Exemplary sense of ethics
- Ability to work in a team and a good sense of humor
5. Experience and technical skills
Required
- Master’s degree in management, HR or law would be an asset
- Recognized qualification (diploma or certification) in accounting required
- At least 5 years of experience in an international NGO, including at least 2 in an equivalent position.
- Proven and significant experience in financial, information and systems management
- Significant experience in procurement and tendering processes
- Experience in capacity development through training, performance management, and development plans.
- Proven experience and capacity in operational management, including in insecure areas.
- Excellent ability to work in a team and in a deeply multicultural environment.
- Proficiency in written, spoken and read French
Wish
- English proficiency
- Knowledge of the context of the central Sahel (and even Niger)
- Experience working in an ERP system including supply chain, finance and HR systems.
- Previous experience working on projects with the European Union, SDC, ECHO, USAID and/or Danida.
6. General Regulations
- The Employee must comply with DRC’s safety, confidentiality and ethics requirements, including compliance with the Code of Conduct and the Humanitarian Accountability Framework.
- The Employee must not be engaged in another job during his employment contract with DRC without prior request for authorization from his manager.
- The Employee shall not engage in any activity that is detrimental to DRC or the implementation of its projects during his employment contract with DRC.
- The Employee must not give interviews to the media or share content related to the projects, without prior authorization.
- The Employee must return to DRC any DRC equipment or property upon termination of his employment contract.
7. Application process
If you are interested, then apply online by going to this website: www.drc.dk/about-drc/vacancies/current-vacancies
Applications can only be made online, on the website indicated above. You must upload your CV (3 pages maximum) and a cover letter online. The CV and cover letter can be in French or English.
Applications submitted by post, email or physical file will not be considered.
DRC provides equal employment opportunities and prohibits any practice of discrimination based on race, sex, color, religious affiliation, sexual orientation, age, marital status or any disability. DRC does not practice any discrimination in its recruitment processes.
For more information about the Danish Refugee Council, please visit the organisation’s website at drc.ngo.
Applications will close on 09/23/2024 at 11:59 p.m. GMT. However, it is possible for the DRC to begin the recruitment process before the end of the publication of the offer if an application meets the expectations and requirements of the position.
