Support Services Manager

In 2003, , DRC became one of the first organisations to provide humanitarian assistance in the country. Today, DRC continues to provide humanitarian assistance to the most vulnerable displacement-affected families, including IDPs, returnees, and host communities in Basra, Baqubah, Jalawla, Gatoon, Baghdad, Muqdadiya, Balad, Aziz Balad, Samarra, Mosul, Duhok, Tel Afar, Baa’j, Sinjar, and Erbil.

Find more about DRC operations in Iraq here: Iraq tendersglobal.net DRC Danish Refugee Council

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified and strong Support Services Manager for our operations in the central area of Iraq.

About the job

The Support Services Manager provides coordinated and strategic leadership responsibility for all support functions oversight on Finance, HR and Admin, Supply chain, IT and ensures the smooth running of all support functions to meet the program needs in line with the DRC Operations Handbook. Your main duties and responsibilities will be:

Planning and strategy

• Lead annual planning for Support Services and ensure key performance indicators and regular targets are met, and these are linked to the coordination unit for country-wide consistency.
• Ensure that project planning includes relevant support service requirements (such as lead times and appropriate budgets)
• Ensure that resource mobilization is realistic and meets the needs of support functions by using the operations budget to input donor proposals
• Ensure that support services are fit for purpose to meet program needs.
• Be the focal point for the compliance self-check, risk register, internal audit, and results contract.
• As required, support the scale-up and scale-down of Base and Area Office operations, including establishing an operational presence in new geographic locations.
• Closely liaise with the leads of support functions in the Country Office as required.

HR support

• Ensure support functions are sufficiently staffed to meet program delivery needs for the CAO Area
• Provide regular constructive feedback to direct reports, follow DRC’s Performance management procedures, and support direct reports in the performance management of their team members.
• Assess training and development needs for support and program teams across the Area Office and develop a capacity-building plan for implementation.
• Lead on building high-performing support teams for CAO Area, focusing on improving operational efficiencies while ensuring compliance with DRC Global, Country Level, and donor regulations.
• Support succession planning of positions in line with DRC Iraq nationalization policy and guidelines.
• Ensure that monthly reports and produced and that targets are met by the department while being a link to the HR coordination unit
• Ensure that quarterly tasks are completed on time (such as staff induction, Code of Conduct training, and leave planning)
• Ensure that annual HR tasks are completed per the Operations Handbook (e.g., Performance & Development Reviews) and updated in Dynamics.
• Streamline HR responses across departments (e.g., support for organogram development)
• Ensure the HR team fulfills daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission, and leave tracking

Administration support

• Be the focal point for critical administrative tasks, such as registration for the coordination unit
• Oversee the team to ensure follow-up on routine tasks are carried out (guesthouse supplies, visa applications, phone credit purchase, utility bill payments, rental, and lease agreements)

Supply Chain

• Ensure procurement procedures are followed while being the focal point for tenders together with the coordination unit (including being a chairman for most major tenders)
• Closely follow department KPIs and ensure that monthly report submissions are timely and of high quality
• Be a focal point and decision-maker for fleet movement cancellations in line with Supply Chain Coordinator’s advice.
• Work with the SCTL to ensure each sub-departments (procurement, fleet, assets, warehouse, and IT) have targets and meet them in line with Operation Handbook procedures.
• In coordination with Country Office, oversee the International Procurements conducted from CAO Area to ensure compliance with internal procedures, donor regulations, and on-time delivery of tenders.
• Ensure that Asset are verified and registered properly in Dynamics
• Ensure proper Fleet management (right numbers of vehicles in place, fuel consumption is monitored on time)

Finance

• Primary budget holder for all support service lines
• Implementation of a functioning, real-time master budget tool to Area Manager, and programme managers in addition to maintaining Master budget for support costs (online and offline)
• Responsible for budget monitoring and forecasting for support service budgets.
• Work with budget holders in proposal development
• Work with senior managers regarding budget monitoring of all grants. Regulation and monitoring of the overall spending on the programme, cost sharing and administrative cooperation between projects and personnel.
• Ensure that critical annual finance tasks are completed (such as the annual reports)
• Work with the finance and compliance team to ensure program teams clearly understand compliance requirements.
• Ensure that monthly finance tasks are completed (payroll, SOS, PIT, cashbooks, and cash forecasts) and in line with Operations Handbook procedures
• Ensure financial regulations, procedures and documentation requirements are adhered to in CAO.
• Provide overall financial planning and support to the Area Manager in CAO by advising on spending and financial spending strategies, provide accurate financial outlook of the programs on a regular basis.

Coordination

• Ensure timely communication with CO, Partners, Project Managers and Sector leads in CAO concerning all issues related to finance administration, supply chain and Human Resource and IT

Other

• Ensure efficient support is extended during internal and external audits
• Ensure filing and archiving are in place and followed by all respective teams.
• Support the implementation of DRC Dynamics (Enterprise Resource Planning System), including being a heavy user, training relevant teams in the Area Office, and checking and monitoring use of the licenses.
• Facilitate the implementation of the Age, Gender, and Diversity Strategy within the CAO Area Office Support Services Team

About you

To be successful in this role we expect you to demonstrait at least 5 years of relevant expereince. Moreover, we also expect the following:

Required

• At least three years of experience in a similar role (Preferably with a finance background)
• At least five years’ experience in people management
• At least two years of experience as a Finance Manager
• Knowledge of project cycle management
• Knowledge of supply chain management and procurement processes
• Knowledge of budget cycle and monitoring processes
• Knowledge of code of conduct principles and the HR systems for performance management
• Knowledge of key donor policy and compliance procedures

Education:

Master’s Degree in the relevant field of studies eg in Business Administration, Finance or Accounting

Languages:

• Excellent communication skills in English is required.
• Arabic language will be considered as added value

Reporting to: Area Manager

Technical Line Manager: Head of Support Services –Country Office

Key stakeholders:

• Country head of support services
• Field support services team
• Area Senior Management Team (Area SMT)
• Partners

In this position, you are expected to demonstrate DRC’ five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.

Collaborating: You involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while aiming for innovation.

Communicating: You listen and speak effectively and honestly.

Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

WE OFFER

• Contract Length: 1 year
• Salary Band: F (management)
• Start Date: 20 October 2024
• Comprehensive health insurance for staff, spouse, and up to two children under 18.
• Personal Accident insurance coverage in the event of work-related accidents during working hours.
• Psychosocial support for staff and family members.
• Learning & Development opportunities for professional growth.

Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for National Staff. Please refer to drc.ngo under Vacancies.