Support Services Manager at DRC – Danish Refugee Council Kibondo Dec 2021

Job Position Support Services Manager at DRC – Danish Refugee Council

Organization: DRC – Danish Refugee Council
Location: Kibondo (Tanzania)

DRC Burundi-Tanzania

DRC has been implementing emergency response projects in Tanzania since the onset of the Burundi refugee crisis in 2015 in three refugee camps in the Kigoma Region at the border with Burundi. DRC’s integrated projects for refugees, asylum seekers and host communities comprise sectors such as Camp Coordination and Camp Management (CCCM), Protection, Water, Sanitation and Hygiene (WASH), Shelter and infrastructure, General Food Distribution (GFD) and Livelihoods. In 2018 the office in Bujumbura, Burundi was set up aimed at strengthening cross border responses and enhance the impact of interventions in support of Burundian returnees.

Overall purpose of the role

Provides coordinated and strategic leadership for all support functions and ensures the smooth running of all support functions to meet the program needs in line with the DRC Operations Handbook, donor and government rules and regulations.

Geographic scope: Tanzania-Burundi

This role has a focus on Tanzania and Burundi and ensures compliance to DRC procedures and guidelines within these countries. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities.

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Main Responsibilities

General Management

• The SSM oversees the day-to-day management of a team of 15 staff composed of Supply Chain, Fleet, Warehouse, Admin, Human resources staff including guards and cleaners, based in the Kibondo and Kasulu offices as well as based in Nduta and Nyuragusu refugee camps. This includes ensuring all staff have clear work plans, work efficiently, are clear on their required tasks and report back on their work frequently
• Conduct monthly meetings with all relevant support services staff either in person or online. Minute these meetings and ensure action points are acted upon. Ensure support services staff communicate clearly, pro-actively with relevant stakeholders including suppliers and colleagues
• Conduct ongoing staff performance appraisals leading to annual appraisals using DRC’s systems
• Continuously work on capacitation the national staff in both countries as a cross-cutting priority, focussing on working in a structured manner, planning, filing, communication, being pro-active and responsive, ensuring support services staff see themselves as an internal service provider to the overall operations
• Plan and organize regular training with relevant participants (Supply Chain, Program, HR and Finance) to ensure agreed and uniform systems to be implemented
• Oversee the observance of the DRC Code of Conduct within the Supply Chain department, ensuring that staff in the department fully understand what corruption is and are trained at least once a year on the detail of the Code of Conduct and anti-corruption measures
• Ensure that all Supply Chain department staff in Tanzania are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct, including reporting mechanism

Supply Chain

• Ensure procurement procedures are followed while being the focal point for tenders together with the coordination unit
• Closely follow department KPIs and ensure that monthly report submissions are timely and of high quality
• Constantly monitor the Supply Chain staff interaction with suppliers ensuring compliance with segregation of duties, DRC Suppliers Terms and Conditions and DRC’s Code of Conduct
• Ensure DRC’s supply chain process leads to the best value for money outcomes for DRC and its persons of concern, including through conducting market surveys in key categories
• Conduct regular visits to each procurement office to assess and support compliance and implementation of Operation Handbook volume on Supply Chain (including all updated policies on DRC intranet) across all field offices
• Review Tenders (National and International) ddocuments before advertising in close coordination with the regional and HQ support
• Provide support to field sites to manage the tendering process (TOC report, technical analysis and contract award)
• Compile and provide monthly procurement reports to SMT and/or AMs
• Organize procurement trainings for non-logistics staff and refresher trainings (if/when needed) for Supply Chain staff
• Ensure implementation of DRC & external audit recommendations relating to Supply Chain components
• Ensure that all procurement documents are properly stored and archived to provide an appropriate audit trail for any internal and external audits
• Conduct market surveys in key categories to ensure that DRC is receiving best value for money

Logistics

• Ensure compliance and implementation of Operation Handbook volume on Fleet Management of (including all updated policies on DRC intranet) in Kasulu and Kibondo
• Ensure the entire fleet in the Kigoma region is run efficiently. Advise on Fleet utilization and right sizing of fleet requirements as per program needs. This includes weekly movement plans; prioritisation of movement needs of staff and programme activities and forward planning
• Ensure fleet maintenance is conducted efficiently and the fleet is fuelled properly. This includes frequent and pro-active interaction with relevant UNHCR and other partner staff
• Provide monthly comprehensive country reports on fleet management (costs) to SMT

Assets management

• Ensure compliance and implementation of Operation Handbook volume on Assets and Equipment Management (including all updated policies on DRC intranet) across all field offices
• Provide monthly comprehensive country reports on inventory/assets to SMT
• Responsible for oversight of Warehouse and stocks Management
• Provide monthly comprehensive country report on warehouse inventory to SMT (list and stock value in hand)
• Provide guidance in disposal methods for unused or expired commodities (broken, expired etc.)

Planning and strategy

• Ensure that annual planning for support services is done including the setting and meeting of targets ensuring these targets are closely aligned with programmatic needs
• 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 into 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
• Work with the Area Managers and Head of Support Services to ensure each of the sub departments (Supply Chain, fleet, assets, warehouse, and IT) have targets and are meeting them, in line with the DRC Operation Handbook

Human Resources

• Ensure that monthly reports and produced and that targets are met by the department
• 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 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
• Build strong relations with relevant HR staff in the DRC Regional office and in head quarters

Administration support

• Be in charge for key administrative tasks, such as office and guest house maintenance, flight bookings, organisation of office supplies, visa applications, phone credit purchase, utilities bill payments, rental, and lease agreements

Finance

• Work closely with the Finance Manager as a peer
• Secondary budget holder for all support service lines
• Support the Finance Manager in budget monitoring and forecasting for support service budgets
• Work with senior managers to monitor the budgets of all grants
• Ensure that key annual finance tasks are completed (such as the annual reports)
• Work with finance team to ensure program teams clearly understand compliance requirements
• Ensure that monthly finance tasks are completed (payroll, cashbooks, and cash forecasts etc) and are in line with Operations Handbook procedures

Support to Burundi

• Capacity Building of Burundi based Support Services Team on DRC Dynamics, Handbook and Compliance
• Conduct regular visits to Burundi to assess and support compliance and implementation of DRC handbook on supply chain (+ spot-checks)
• Conduct weekly calls/follow-ups with Burundi based Support Services TL and support in developing workplans
• Support in tender processes for Burundi (ensuring documentation is in place, support with committees)
• Support in trainings of all staff (logs and programme) on Dynamics
• Assist in developing/reviewing procurement plans and tools to strengthen in-country systems
• Provide regular recommendations for improvements related to Supply Chain in Burundi

Representation

• Build and maintain strong relations with external stakeholder where this relates to Support Services. This includes with suppliers, relevant governmental bodies, UNHCR and WFP staff.

About You

To be successful in this role we expect the following experience and technical competencies:

Essential Experience

• At least 5 years’ experience in similar role
• At least 3 years’ experience with people management
• 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 policies and compliance procedures, like UNHCR, WFP, EU
• Full professional proficiency in English and French
• Excellent communication skills – both oral and written

Preferred Experience

• Experience working with DRC Dynamics or a similar ERP system
• Experience working in the East Africa and Great Lakes region or the West-Africa region
• Proven interest in capacity building of colleagues

Competency profile

• Ability to multi-task, prioritize and cope with competing demands under tight deadlines
• Ability to be proactive and work with minimal supervision
• Detail-oriented
• Strong team player
• Excellent interpersonal skills, culturally sensitive and adaptable
• Flexible, enthusiastic and willing to learn from others
• Understands humanitarian issues in Tanzania, Burundi and the region
• Willing to travel to project sites in Tanzania and Burundi

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

• Striving for excellence: You focus on reaching results through the Regional team both to position DRC and ensure excellence in all deliverables.
• Collaborating : You lead regional initiatives and processes by involving relevant parties and encouraging feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen to other stakeholders and staff; and you communicate concisely and persuasively.
• Demonstrating integrity : You act in line with DRC’s vision and values.

We offer

Duration: 1 Year renewable subject to Performance and Funding.

Contract: Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment Band Manager F

Start Date: January 2022

Duty Station: Kibondo – Tanzania with 20% Travel to Bujumbura-Burundi

Accommodation: Shared Accommodation in DRC Guesthouse

Reporting : This position reports to Area Manager.

Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html). All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

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.

Applications

Applicants must send a cover letter (max 1 page) and an updated CV (max 3 pages) in English. Cover letter should outline your personal motivation for applying and your key qualifications for the position. Apply online on our page Current Vacancies at www.drc.ngo. Applications sent by email will not be considered.

Closing date for applications: 20th December 2021

Applications will be reviewed as they are received, candidates maybe contacted before closing date.

HOW TO APPLY: CLICK TO APPLY ONLINE VIA OFFICIAL WEBSITE