Norwegian Refugee Council, United Kingdom
Closing Date for Applications:
The Support Manager will work in NRC’s Representation Office in London in the United Kingdom, NRC UK. The office is one of the units in NRC’s Partnerships and Policy Department (PnP).
Duties and responsibilities
The Support Manager is responsible for developing, organising and coordinating office facilities, support procedures and resources to ensure compliance, effectiveness and efficiency of NRC UK-‘s operations.
- Assume overall responsibility for the smooth functioning of the NRC UK office in accordance with NRC’s policies and procedures. Oversee and, when necessary, develop procedures and processes to assist the Director in efficient management of office resources such as staff, finances, and information and communication technology.
- Ensure compliance with, and adherence to, NRC’s policies, guidance, procedures, tools, and handbooks.
- Ensure compliance by NRC UK with legal and regulatory frameworks in the United Kingdom. through proper submission, filing and retention of documents, including for tax and audit purposes.
- Maintain open and effective communication with staff at NRC headquarters on administrative, HR, ICT, legal, financial, and security matters.
- Assist with the preparation of internal program documents as requested by the Director.
- Providegovernance and company secretary support.
- Undertake ad hoc special projects on behalf of the office.
- Oversee the physicalspace of the office, liaising with facility management to ensure proper functioning of equipment, availability of office supplies and proper billing for extra services.
- Manage external providers of business services such as consultants, banking institutions and hospitality accommodation providers. Regularly review relationships to ensure cost-effectiveness and compliance.
- Oversee the office budget and signal issues to the Director as needed. Ensure on-time reporting of financial data to the NRC head office in Oslo (Global Finance and PnP Controller).
- In close collaborationwith the Director, prepare and update annual budget and financial forecasting.
- In charge of managingrelationship with external accounting services company, and general accounting matters including accounts receivable and accounts payable. In collaboration with NRC head office in Oslo, support annual audit process and ensure overall financial compliance.
- Support the management of any external grants and donor contracts related to the financing of NRC UK, including preparing donor budgets, financial reports, ensuring donor compliance etc.
- Coordinate HR and payroll related matters including insurances, salary structure, handbook policies, payroll processing, and on-boarding of new staff members.
- Collaborate with external HR/payroll provider on an on-going basis
- Serve as the mainadministrative and logistical liaison for NRC staff, including planning meetings, organising events, supporting visits by NRC field or Head Office staff to the UK, and other relevant duties.
- Coordinate NRC UK’s internship program.
- Manage NRC UK’s security and crisis management procedures, ensuring compliance including supplier and partner vetting.
- Coordinate ICT services as needed, including: establishing and managing phone plans, supporting staff with software and system updates, providing basic help desk functionality and/or acting as liaison to NRC or external ICT support services.
- Perform other relevant duties as assigned.
All candidates need to have evidence of the right to live and work in the UK
- At least three to five years of experience in a similar position. Having related UK market experience is a plus.
- Bachelor’s degree, preferably in administration and/or finance. Additional relevant training/education is an asset. Extensive professional experience in similar roles will be considered in the absence of a relevant university degree.
- A conscientious and structured person with strong analytical, planning and administrative skills.
- Experience of managing contractors and supplier contracts.
- Experience monitoring and reporting on budgets; preferably knowledge of accounting.
- Experience of facility management or similar.
- Demonstrated ability to prioritise diverse tasks, take initiative within areas of responsibility and raise issues to supervisor(s) as appropriate.
- Ability to communicate with clarity (orally and in writing), tact and cultural sensitivity.
- Fluency in English, both written and verbal.
NRC’s Competency Framework states the following are essential for this position:
- Working with People
- Planning and delivering results
- Communicating with impact and respect
- Coping with change.