Website Danish Refugee Council
Support Services Manager – Emergency Response
Who are we?
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.
About the job
Provides coordinated and strategic leadership for all emergency response support functions and ensures the smooth running of all support functions to meet the response programme needs in line with the DRC Operations Handbook. This role has emergency response focus and ensures compliance to DRC procedures and guidelines at emergency response level.
Duties and Responsibilities
Planning and strategy
• Ensure that planning for support services is done and regular targets are met and that 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 to donor proposals
• Ensure that support services are fit for purpose to meet emergency programme needs
HR, Administration and IT support
• Ensure that monthly reports are 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 HR tasks are completed as per the Operations Handbook (e.g., Performance & Development Reviews)
• Streamline HR responses across departments (e.g., support on organogram development)
• Ensure the HR team fulfils daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission and leave tracking
• 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)
• Oversee office functionality ensuring proper and timely maintenance.
• Maintain a robust filing system, including the archiving of key documents
• In coordination with country HR/Admin team, process all necessary agreements, permits and licenses necessary for DRC’s emergency response operations in a timely manner
• Ensure all administrative and IT budgets are utilized effectively and before grants closure.
Logistics and procurement support
• Ensure procurement procedures are followed while being the focal point for tenders together with the country supply chain unit
• Closely follow department KPIs and ensure that monthly report submissions are timely and of high quality
• Work with the Supply Chain Coordinator/Specialist to ensure each of the sub departments (procurement, fleet, assets, warehouse and IT) have targets and are meeting them, in line with Operation Handbook procedures
Finance
• Primary budget holder for all emergency response support service lines
• Maintain Master budget of emergency response programme
• Produce monthly BFUs for designated projects in coordination with Country office
• Take lead on emergency response donor reporting in coordination with finance lead(s) from Country office
• Lead budget realignment of designated emergency response projects in coordination with finance lead(s) from Country office
• Responsible for budget monitoring and forecasting for emergency response support service budgets
• Work with budget holders in proposal development
• Work with senior managers to budget monitor all emergency response grants
• Work with finance and compliance team to ensure emergency response programme teams clearly understand compliance requirements
• Ensure that monthly finance tasks are completed (payroll, Social Security, PIT, cashbooks and cash forecasts) and in line with Operations Handbook procedures
Others:
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Ensure efficient support is extended during internal and external audits
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Ensure filing and archiving is in place and followed by all respective teams
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Monitor Finance, HR, Admin and Supply Chain Functions in terms of legal compliance, suggesting corrective actions whenever necessary.
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Any other reasonable tasks as assigned by line manager
About you
To be successful in this role we expect you to have
Experience and technical competencies:
• At least 2 years’ experience in similar role (Preferably with finance background)
• At least 3 years’ experience with people management
• At least 2 years of experience as 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
• Full professional proficiency in English
Education:
- Master’s Degree in relevant area
Languages:
- Full professional proficiency in English
In this position, you are expected to demonstrate DRC’s 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: 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.
The Contract
Contract length: 6 months
Start date: As soon as possible
Duty station: Türkiye, Adana (with frequent travel to field)
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Nationals; please refer to www.drc.org under Vacancies. This position will be placed at F band management.
DRC as an employer
By working in DRC, you will be joining a global workforce of around 8000 employees in 40 countries. We pride ourselves on our:
- Professionalism, impact & expertise
- Humanitarian approach & the work we do
- Purpose, meaningfulness & own contribution
- Culture, values & strong leadership
- Fair compensation & continuous development
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.
If you have questions or are facing problems with the online application process, please visit drc.ngo/about-us/job-and-career/support-for-job-seekers.
How to apply
Application process
All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered. please submit your application here:
Closing date for applications: 05 March 2023
Recruitment will go through rolling basis for the different applications as early as the first day of accepting them, which allows DRC to progress the recruitment whilst leaving the original advert live.
For further information about the Danish Refugee Council, please consult our website drc.ngo
Deadline: 5 Mar 2023