Support Service Team Leader
Support Service Team Leader
Title: Support Service Team Leader
Location: Djibouti-Ville with travel to the field
Reports to: Area Manager, Djibouti
Direct reports: Supply Chain officer, Finance and Administration Assistant
Start of Contract & Duration: 8 Months
Posting date: March 6, 2019
DRC is an international non-governmental organization, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. . DRC has been registered in Djibouti since 2015 and its activities in Djibouti include, among other things, livelihoods and protection including mixed migrations interventions.
As part of the Europe Aid Grant through the EU Delegation in Djibouti, DRC with UNFD will be implementing a project titled “Lutte contre les violences basées sur le genre et protection des droits des femmes et des enfants dans les camps de réfugiés d’Ali Addeh, de Holl-Holl et de Markazi et des communautés de réfugiés urbains” in the Republic of Djibouti. DRC and UNFD’s activities in Djibouti under this project will include capacity building of duty-bearers and other key stakeholders, awareness raising sessions, direct assistance for survivors, case management, etc.
Overall purpose of the role: DRC Djibouti is looking for a motivated Support Service Team Leader to implement the DRC Djibouti operations strategy by reinforcing support services systems in Djibouti and ensuring compliance to DRC Dynamics and Operations Handbook manuals and policy briefs, especially with the new DRC enterprise resource planning online system, DRC Dynamics.
RESPONSIBILITIES AND TASKS
Responsibilities: (in bullet points)
Rationalization of the support services functions
Support the new strategic plan for the DRC Djibouti Office by ensuring implementation of a specific plan for support services
Ensure procurement planning for the DRC office is well managed
Ensure the field office is compliant to DRC operational handbook and DRC Dynamics User Guides and policy briefs by conducting regular field visits and mini-internal audits to ensure capacity is sufficient for the operation
Provide guidance on policy issues at field level in liaison with the Country Office
Support the Area Manager and the Country Office in developing a realistic strategic plan and making it evolve over time
Line management and coaching of all senior support systems staff, recruiting, and re-structuring the overall team as required and build overall staff capacity.
Administration and Human Resources
Manage all components of human resources for DRC Djibouti including enforcing DRC HR Manual and International Compensation Policies as well as being responsible for correct and updated HR files for all DRC Djibouti staff
Supervision of Finance and Administration staff, including technical guidance to program colleagues.
Act as the main liaison between DRC Djibouti offices and the DRC Ethiopia Country Office regarding recruitment and creation of positions, as approved by Area Manager
Supervise payroll management for staff and ensuring that the salary payments take place in a transparent and coherent manner and in line with DRC Dynamics for payment processing as well as any locally developed SOPs
Implement, manage and develop internal controls in coordination with the Area Manager
Ensure effective archiving for DRC Djibouti offices, including utilization of DRC EA SharePoint for scanning and archiving of documentation as per the Operations Handbook and DRC Dynamics chapters on document archiving.
Ensure that all necessary agreements, permits, and licenses necessary for DRC‘s operations (including VAT exemption) are in place and kept up to date in line with national administrative rules and regulations pertaining to the activities of DRC.
Ensure a sound HR and payroll management system compliant to DRC HR policies is in place and according to the current local laws with respect to VAT withholding and severance policies.
Overall responsibility for ensuring sound financial management in the Field Office, especially via the DRC enterprise resource planning online system Dynamics
Ensure DRC finance regulations and procedures are adhered to in the Field Office.
Review cash flow forecast and money request for the field is done in a timely manner and submitted to management on at least a monthly basis
Training, mentoring and capacity building of national finance, support, and program staff in good grant management practices and other finance procedures.
Consistently assess and identify gaps for further capacity building of staff on DRC financial regulations and procedures.
Responsible for ensuring that all financial documentation is archived in line with DRC Dynamics and local SOPs on scanning, filing, and archiving
Constantly check the integrity and robustness of financial procedures and advise the Area Manager and HoSS on corrective actions to minimise losses.
Manage the Djibouti master budget in DRC Dynamics as advised by the Country Office and HQ.
Supervision of Supply chain staff
Ensure DRC procurement guidelines are adhered to in the field office
Actively engage and support the program teams in procurement planning to ensure timely delivery of project inputs and activities.
Monitor DRC procurement procedures and ensure complete accountability of stock and asset inventories.
Supervise and review the bi-annual physical inventory of all assets and follow due procedure for disposal of obsolete assets according to DRC Operations Handbook and donor requirements/procedures.
Develop a database for prequalified suppliers or service providers to improve efficiency in procurement, in line with current DRC procedures for supplier vetting and that all new suppliers are uploaded onto the DRC Dynamics database for pre-qualification. Similarly responsible for ensuring that vender performance is recorded and any and all issues are recorded on the DRC Dynamics master vendor data.
Ensure the office is compliant with the new DRC Dynamics and Operations Manual
Train staff on the use of DRC Dynamics
In this position, you will also be expected to demonstrate DRC’s five core competencies:
Striving for Excellence: Focusing on reaching results while ensuring an efficient process.
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: Acting in line with DRC’s vision and values.
At least 2 years of implementation of support services in humanitarian programs, preferably in a NGO setting
Experience in providing oversight of support functions (IT, Human Resources, Supply Chain, Administration).
Good knowledge of IT, especially with Microsoft suites and in troubleshooting for staff with little command of IT
Previous knowledge of enterprise resource planning online system
Good interpersonal, communication skills with experience in liaising with local authorities and local partners
Education: (include certificates, licenses etc.)
University degree in a relevant field (Finance, accounting or any humanitarian activity) or proven work experience that would match a University degree
Lagunages: (indicate fluency level)
Excellent skills in French and in English mandatory
Working knowledge of Arabic considered a plus
Flexible, pro-active, and with the ability on follow through on tasks. The duties and tasks above are given for indication and information purposes. The Danish Refugee Council has the right to update this Job Description according to the development of its Humanitarian activities within its frame of intervention and in accordance with the Djiboutian Labour Law.
Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.
We only accept applications sent via our online-application form on www.drc.dk under Vacancies.
Please forward the application and CV, in English through the stated website no later than April 1, 2019.
For general information about the Danish Refugee Council, please consult www.drc.dk.
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
We encourage only qualified Djiboutian Nationals to apply. DRC considers all applicants based on merit.
DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process. Visit drc.ngo to read more about what we do to secure robust safeguarding mechanisms.
If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.