Support Services Manager

Job
from Danish Refugee Council
Closing date: 26 Jul 2018

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.

Who are we?

The Danish Refugee Council (DRC) and Danish Demining Group (DDG) is a humanitarian, non-governmental, non-profit organization founded in 1956 that works in more than 30 countries through-out the world, including South Sudan. DRC/DDG fulfills its mandate by providing direct assistance to conflict-affected populations, including refugees, internally displaced people and host communities. Under its mandate, the organization focuses on emergency humanitarian response, rehabilitation, post-conflict recovery and humanitarian mine-action.

Danish Refugee Council (DRC) in conjunction with Danish Demining Group (DDG) has been operating in South Sudan since 2005 initially concentrating on providing safe and supportive conditions for refugees returning from neighboring countries after the Comprehensive Peace Agreement was signed.

In 2012 - 2013, DRC opened its operations in Upper Nile and Unity States to respond to the large influx of refugees coming from Blue Nile State and South Kordofan (Sudan). In addition to the refugee response and since 2014, DRC has been then actively engaged in responding to the humanitarian needs of IDPs affected by the internal conflict through the provision of integrated approaches.

With a total of 450 national staff, 55 expatriate staff and an annual budget of USD 20 million, we are currently implementing multi-sectorial interventions through the provision of humanitarian services focused on CCCM, Protection, SGBV, FSL, Shelter and Infrastructure to both internally displaced persons and refugees across 5 field sites (Ajuong Thok, Bentiu, Maban, Malakal and Aburoc).

Overall purpose of the role

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

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

Staff Security and Safety**

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

​Accountability

  • ​Ensure that DRC’s accountability obligations are delegated and carried out in accordance with the Humanitarian Standards ( Programme Handbook and related tools).

Education and experience

  • ​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

Languages

  • Fluency in written and spoken English language;
  • Ability and willingness to work in remote and isolated location with ever changing security scenarios.

Key stakeholders**

  • Refugees and host communities
  • Concerned government authorities (Ministry of Labour, Ministry of Finance)
  • UNHCR, CRA and other humanitarian partners

Duty Station: Ajuong Thok & Bentiu

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.ngo under Vacancies. This position will be placed at level A14.

How to apply:

Application process

Interested? Then apply for this position on the website (www.drc.ngo) -Vacancies section, by clicking on the apply button.

All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English. CV only applications will not be considered.

If you have questions or are facing problems with the online application process, please contact job@drc.dk

Applications close 26th July, 2018.