Support Services Manager

Danish Refugee Council

Mykolaiv, Ukraine

The Area Support Services Manager provides coordinated and strategic leadership for all support functions and ensures the smooth running of all support functions in an area to meet the programme needs in line with the DRC Operations Handbook.
Your main responsibilities will be:
Planning and strategy
  • Ensure that each department from (Supply Chain, HR, Finance and Administration) has an annual action plan, this annual action plan is divided into individual action plan for each team member.
  • Ensure that project planning includes relevant support service requirements (such as lead times for the procurement and appropriate budgets)
  • Ensure that support services are fit for purpose to meet programme needs
  • Be the focal point for the compliance self-check, risk register, internal audit and results contract for South area.
HR support
  • Ensure that the recruitment tracker is updated and accurate including on-going recruitment and planned recruitment according to the potential upcoming new funding,
  • Ensure the arrival of new staff is anticipated and shared with the concerned DRC employees (an induction is planned, a training on the Code of Conduct and all others HR information is provided, equipment and safety items are available),
  • Ensure that annual HR tasks are completed as per the Operations Handbook (end of probation meeting, annual appraisal, etc.),
  • Streamline HR responses across departments (e.g., support on organogram development)
  • Ensure the HR team fulfills daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission and leave tracking.
Administration support
  • Be the focal point for key administrative tasks,
  • Oversee the team to ensure follow-up on routine tasks are carried out (guesthouse supplies, visa applications, phone credit purchase, utilities bill payments, rental, and lease agreements),
  • Supervise the procurement of office supplies and furniture, consumables, communications, etc.
Supply chain
  • Ensure DRC procurement procedures are followed while being the focal point for tenders
  • Ensure that the lead time for procurement is reasonable and doesn’t slow down the implementation of DRC activities,
  • Closely follow department KPIs and ensure that monthly report submissions are timely and of high quality (procurement tracker, vehicles tracker, fixed assets tracker),
  • Be a focal point and decision-maker for fleet movement
  • Ensure each of the supply chain sub-departments (procurement, fleet, assets, warehouse, and IT) have targets and are meeting them, in line with Operation Handbook procedures
  • Responsible for budget monitoring and forecasting for support service budgets,
  • Provide support to the budget holders to ensure that the Budget Follow Up (BFU) is well understood and DRC requirements are applied, provide induction training and refresher training to ensure that budget holders provide accurate forecast and use properly the financial codes,
  • Provide advice on grant budget management in terms of budget flexibility and budget alignment,
  • Actively participate to budget proposals development,
  • Work with finance to ensure programme teams clearly understand compliance requirements,
  • Ensure that monthly finance tasks are completed (payroll, SOS, PIT, cashbooks and cash forecasts) and in line with Operations Handbook procedures.
To be successful in this role we expect you to have at least 5 years’ working experience in similar role and at least 3 years of people management experience. Moreover we expect you to have the following:
  • 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 policy and compliance procedures
  • Full professional proficiency in English