The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia, including WASH and shelter provision, youth protection, gender-based violence response, awareness-raising protection monitoring and livelihood support for vulnerable communities affected by conflicts and shocks.

OVERALL PURPOSE OF THE ROLE: 

Under the direct supervision of the Area Manager, the support services Team Leader provides management support to DRC field operation by undertaking technical and practical tasks to lead key support staff to ensure effective and efficient provision of supply chain, Finance, human resources and administrative services in accordance with the DRC Operations Handbook and Program Manual, with adherence to donor guidelines.

RESPONSIBILITIES AND TASKS

• Provide line management and leadership to support staff (Supply chain, Finance, Human Resources and Administrative Services)
• Lead the development, timely and professional implementation of systems for each department/unit under Support Services to ensure they are effective, efficient, and compliance with DRC policies;
• Participate in the regular amendment and implementation of the Safety Protocol and assist to integrate sound safety practices in the area office.
• Line Manage and supervise the staff in the Support services section by ensuring timely work goal setting, performance management, motivation and guidance.
• Ensure full compliance with DRC’s operations handbook, effective budgetary control, and adherence to DRC and donor policies and procedures.
• Accountable for people management of employees in support services.
• Accountable for ensuring that agreed work plans and tasks set by Area manager are implemented on time

Supply Chain:

• Ensure implementation and quality of DRC’s supply chain systems and procedures, managing Supply Chain function to ensure timely and transparency of procurement and the compliance;
• Monitor procurement procedures, ensuring items are accounted for and quality/quantity controlled in stock reports and asset inventory management system;
• Develop and ensure effective controls over vehicles use and maintenance, Vehicle Logbooks are implemented and reviewed regularly;
• Support the program teams in procurement planning to ensure timely delivery of project inputs and activities;
• Handle logistics management including vehicle, office and assets and lead tagging and asset count of DRC properties in area of operation.
• Take overall responsibility for timely reporting that is required;

Human Resources:

• Lead internal HR duties, including tracking staff attendance, leave requests, gathering timesheets, filing contracts, and assisting in the preparation and updating of payroll database, ensure proper filing of contracts – including management of staff contracts, contract renewals, amendments, exit clearances;
• Lead external HR duties, including posting vacancies, conducting recruitments, and drafting contracts;
• Lead the planning and delivery of all inductions and orientations for new staff in a timely manner, and for planning and tracking training and capacity building for staff;

Administration:

• Manage leases at field level and coordinates with the relevant staff to ensure the field office has valid leases and that payments to the lessors are done in a timely manner;
• Ensure efficient Human Resource management at shire and field office including but not limited to leave management, induction on staff benefits and their eligibility
• Manage timely payment of utilities at the field level, including ensuring the payment of communications fees;
• Manage the travel arrangements of field staff and incoming visitors in coordination with Administrative staff in Addis Ababa;
• Handle communication correspondence including drafting of outgoing letters to be signed by the Area manager and maintain records.
• At the time of emergency act as center of communication with regards to administration matters

Finance:

• Ensure high quality day-to-day accounting of the field office’s spending which includes financial review of all order requests from staff based in shire and camps level.
• Overseeing program spending in reference to plan and maintaining the field office’s cash forecast and cashbook.
• Maintain and monitor a system for accruals and outstanding payments all in accordance with DRC and donor rules and regulations;
• Responsible for maintenance/formulation of a Master Budget for the area office in collaboration with relevant program managers and share to the Area Manager
• Ensure compliance with donor guidelines in the allocation of costs and management of funds;
• Support the CO finance team in the preparation of all financial reports and audits for grants at periodic intervals and submit them to Head of Finance and Administration for review;
• Lead monthly financial review meetings with budget holders and the Area Manager and provide financial analysis with the Area Manager and CO senior management team;
• Provide strategic support, including projections and recommendations on financial matters to the Area Manager and Head of Support Services;
• Help implement thorough and effective budgetary control and ensure accountability and donor compliance in all financial documentation
• Monitor support service budget expenditure reports for donors, and check compliance with donor financial reporting requirements
• Ensure full implementation and adherence to all DRC internal policies and procedures as well as local law regulation.
• Become well versed in all applicable local laws and regulations and interact with relevant local authorities accordingly when tasked by the Area Manager.
• Any other duties as assigned by the Area Manager;

REQUIREMENTS

Experience and Technical Competencies: (include years of experience)

• 5 years of relevant work experience at a similar level in Support Services functions in INGOs and Proven management skills and a competence in people management
• Sound knowledge on cost planning, budgeting, and financial reporting
• Experience in management of HR and administrative teams
• Sound supervisory and communication skills
• Commitment to learning and implementing organizational policies and procedures.
• Excellent skill in MS Word, Excel, and PowerPoint.
• Excellent knowledge in finance and accounting field.

Education (include certificates, licenses etc.):

• Bachelor’s or Advanced Degree in Procurement & Supply Chain Management, Business Administration or related field.

Languages: (indicate fluency level)

• Fluent in written and spoken English.