Support Services Manager 150 views0 applications

We are looking for a highly qualified, self-motivated Support Services Manager who is able to work with diverse teams of both national and international staff as well as local government authorities, UN agencies, I/NGOs and other partners under difficult, stressful and sometimes insecure conditions.

Background

Danish Refugee Council (DRC) is operational in South Sudan since 2005, working with the overall aim of achieving durable solutions for displaced populations. The Danish Demining Group (DDG) started Humanitarian Mine Action in 2006.

Danish Refugee Council main programme objectives (2019-2021) in South Sudan are:

1. To save lives and alleviate suffering among displaced people and their hosts
2. To reduce displacement related risks and support and facilitate solutions
3. To promote peaceful, inclusive and resilient societies and address root causes to displacement

DRC primarily operates across Upper Nile and Unity states, both of which are heavily affected by conflict and experience high numbers of internally displaced populations as well as refugees in need of humanitarian assistance. DRC has operational bases in Maban, Malakal, Kodok and Aburoc in Upper Nile and in Bentiu, Mayom, Kodok and Ajuong Thok in Unity state, supported by a country-office in Juba.

DRC recently developed important multi-sectorial mobile response teams based in Juba able to rapidly respond to new and urgent humanitarian situations countrywide at short notice to conduct assessments and responses

Purpose of the post

The Support Services Manager will oversee all Financial, HR and Admin functions in Upper Nile, including accounting, payments and payroll, budgeting, financial reporting, day to day administration of office and compound management, human resource issues including staff recruitments as well as grant and financial management and compliance. He/she ensures compliance with donor regulations as well as DRC/DDG’s internal policies and procedures.

Responsibilities

Budgeting and finance management

• Monitor and provide management information on actual vs. planned income and expenses and recommend and initiate actions for adjusting budgets.
• Monitor and react to emerging financial risks related to co-funding
• Ensure compliance with donor guidelines in the allocation of costs and management of funds
• Ensure timely and high quality maintenance of cashbooks and financial reporting to donors
• Implement, maintain and monitor a system for checking eligibility of expenses in relation to donor regulations and DRC/DDG regulations
• Maintain a system for high quality verification of expenditures and supporting documentation
• Establish, maintain and monitor a system for accruals and outstanding in accordance with DRC/DDG and donor rules and regulations
• Maintain a system for allocating and monitoring expenses that are part of co-funded budgets
• Ensure an efficient and low risk liquidity management in the operation in accordance with DRC/DDG rules and regulations.
• Prepare all financial reports for grants at periodic intervals and submit them to Head of Finance for review.
• Hold monthly finance meetings and work with budget holders and the heads of Finance to develop a monitoring system to review the financial status of budget expenditure and to identify and solve any current or potential issues.

Management

• Supervision of Finance, HR and Admin staff, including technical guidance to program colleagues.
• Reviews of finance team as part of performance appraisal process.
• Training, mentoring and capacity building of national finance, support, and program staff in good grant management practices and other finance procedures.
• Supervise payroll management for staff and ensuring that the salary payments take place in a transparent and coherent manner.
• Work closely with Head of Finance in Juba to review emergency-related postings in cash books them each month prior to submission to Headquarter in Copenhagen
• Review cash flow forecast and money request for the field is done timely and forward it to Head of Finance.

Administration

• Ensure that all legally binding documentation is filed, scanned and stored according to DRC/DDG’s and donor’s guidelines
• Advise and work with the Human Resources and Administration departments concerning issues related to finance to ensure that DRC operates in accordance with the legislative framework in the country, including tax, VAT, registrations, Labor law, data management/protection etc.
• Ensure that monthly tax reconciliations and payments are processed and cleared within deadlines.
• Ensure that a system for file sharing, back up and data safety is implemented and maintained
• Participate in procurement exercises as required, especially in preparation of financial elements.

Staff Management

• Lead in the recruitment of all national staff with the support from recruiting manager in conjunction with the HR Department in Juba and under the supervision of the Area Manager and ensure that timely recruitment process is in place, including an appropriate gender balance within the staff group
• Ensure that updated job descriptions are maintained as well conducting interviews and orienting new staff
• Provide ongoing supervision, leadership, training and technical support and guidance to program staff
• Overall responsibility for staff timesheets, vacation schedules, and staff training/development activities
• Ensure performance documentation for all staff is in place and followed up regularly
• Ensure DRC Code of Conduct policy documents are shared with staff and signed for and promptly alert relevant DRC focal points if required and in case of breaches

Accountability

· Ensure that DRC’s accountability obligations are delegated and carried out in accordance with the HAP Standard for Humanitarian Accountability and Quality Management (ref. Programme Handbook Annex 15 and related tools).

Staff Security and Safety

• Ensure that appropriate information regarding security in the area is collected and shared with the Area Manager and Security Advisor.
• Ensure compliance to SOPs by staff under direct supervision
• Ensure that security incidents are promptly reported to the Area Manager and Security Advisor for follow up
• Any other duties related to DRC work as agreed with the respective Area Managers

About You

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 deliverable.
• 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.

Moreover, we also expect the following:

Experience and technical competencies:

• Bachelor’s degree or equivalent in accounting or finance is required
• Four or more years of progressive financial management experience is required.
• Four years’ experience in grants management as well as an understanding of donor regulations.
• Three years international experience is required; international NGO/UN field office experience is preferred.
• Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.
• Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.
• Advanced computer skills in MS Office programs, particularly Excel
• Prior management experience and strong organizational skills
• Demonstrated ability to train and capacity build staff and provide support for the development of financial staff
• Strong team player with ability to maintain positive attitude under pressure
• Experience in South Sudan
• Excellent oral and written English skills
• Arabic language (or other local languages common to South Sudan), will be an added advantage

Conditions

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.dk under Vacancies. This position will be placed at Employment Band – F2 (Management).