Job title : Head of Support Services Chad
Technical Supervisor: Head of mission Chad
Hierarchical manager : Head of Mission Chad
Location’ assignment : N’Djamena with missions on field offices
Area of’operational intervention : Region of’Africa de l’West, North Africa and Latin America
Contract duration: 12 months (renewable)
Contract Type: Expatriate and 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 position
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.
Please note that this job offer is subject to confirmation of funding for our operations in Chad. We await donor feedback from mid-December 2023.
The expected start date is February 2024 with a possibility of adjustment if necessary by the successful candidate.
2) Tasks and 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, 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 time 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.
• 2 Organize and animate budget analysis and monitoring meetings monthly with those responsible for the projects implemented and make reconciliations between budget consumption, etc, L’evolution of activities and propose solutions if necessary.
Risk & compliance
• To 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 the partners and ensure that all supporting documents comply with DRC regulations and donor requirements.
• (internal control) Carry out random checks on partners’ expenditure
• 2 Carry out the internal control of the support functions and ensure the implementation of the recommendations
• 2 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 persons 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 budget monitoring and forecasts for national budgets, in coordination with program teams.
• Ensure budgetary monitoring of all grants with budget managers
• Ensure that the main annual financial tasks are completed ( such as annual reports and financial audits ).
• Work with financial services to ensure that program teams clearly understand the compliance requirements.
• Ensure that monthly financial tasks are completed (for example, and not limited to, salary review, and, cash flows and cash flow forecasts) and in accordance with the procedures of the operations manual.
HR Support
• ensure that the monthly reports are produced and that the objectives are achieved by the department, while liaising with the regional human resources department.
• (ensure that quarterly tasks are completed on time (such as staff integration, code of conduct training and leave planning).
• (ensure that annual human resources tasks are carried out in accordance with the operations manual (for example, performance and development reviews).
• Streamline HR responses across departments (e.g., support for organizational charting and capacity development).
• Ensure that the HR team performs day-to-day tasks, such as recruiting, renewing or amending contracts, submission of time sheets and follow-up of leave.
• 2 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.
Administrative Support
• To be the focal point for key administrative tasks, such as registration for the country.
• Supervise the team to follow up on routine tasks (e.g., 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
• TEnsure compliance with procurement procedures by being the focal point for tenders with the coordination unit (including as chairman for most major tenders).
• Consider closely key performance indicators of the department 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 (Dynamics) system.
• to be a focal point and a decision maker for the cancellation of fleet movements with national coordination
• Work with the logistics manager to ensure that each of the sub-departments (purchases, fleet, assets, warehouses and information technology) has objectives and achieves them, in accordance with the procedures of the operations manual.
• Ensure appropriate management of assets and stocks at the national level
• Control that the supply chain team guarantees an appropriate computer system, with data backup and means of protection against malware, sufficient and reliable means of communication for the mission.
• (ensure that data and information are secure and that all employees are trained and made aware of computer security
As a Support Services manager, you will have the following responsibilities :
• 2 Responsible for the achievement of the strategic objectives of DRC 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.
• Take sound decisions based on DRC policies, MOPs, standards and advice from DRC technical experts.
3) Skills and 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
All employees must master basic DRC skills :
- 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.
- Taking 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.
- To demonstrate’integrity : You comply with and promote the highest standards of ethical and professional conduct in relation to DRC values and code of conduct, including protection against sexual exploitation, abuse and harassment.
4) We offer you
- A 12-month contract (renewable)
- Level/Grade: Management F
- Designation of the’ place of assignment for expatriate candidates: Unaccompanied position
5) General Regulations
L’employee must follow :
• The DRC’s regulations in the areas of safety, health, COVID-19 standards and hygiene.
• The code of conduct and all ethical guidelines, including the code of conduct and the humanitarian accountability framework.
How to apply
6) Procecuss of candidature
If you are interested(e) in this position, apply online by following this link : [**https://job.drc.ngo/jobs/job?id=169808**](https://job.drc.ngo/jobs/job?id=169808)
All applicants must upload a cover letter and an updated CV (no more than four pages).
Applications can only be submitted online on the DRC website, at the link indicated above.
Applications sent by e-mail will not be considered.
Applications will be closed on 20 December 2023.
We encourage national and international candidates to apply and we offer competitive wages. The salary and conditions will comply with the conditions of employment of DRC. For more information, please visit the DRC website.
DRC guarantees equal employment opportunities and prohibits discrimination based on race, sex, color, religion, sexual orientation, age, marital status or disability. The DRC encourages all candidates to apply and does not discriminate in the recruitment process. However, applicants must take into account that the DRC cannot employ, under an international contract, a national of the country in which he will work.
For more details on this position, please contact Gwladys Lise Chanard, regional recruitment specialist, at gwladys.chanard@drc.ngo. Please note that applications sent directly to Ms. Chanard will not be taken into consideration.
If you have any questions or if you have any problems with the online application process, please contact job@drc.dk. For more information on the Danish Council for Refugees, please visit our website drc.ngo.
If you encounter technical difficulties, please contact us on this page: drc.ngo/about-us/job-and-career/support-for-job-seekers.
