Support Services Team Leader

 Support Services Team Leader

Organization: Danish Refugee Council

Title of the Position: Support Services Team Leader

Location: Based in Buea with frequent travel to other parts of the South West Region

Unit/Department: Support Services

Duration of Contract: 10 months (renewable based on performance and availability of funds)

Starting date: 15 June 2020

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home. 

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced. 

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

Terms of Reference

Reporting to: Area Manager

Line Manager for: Supply Chain Officer, Finance & Administration Officer, Supply Chain assistants, Cleaners

Responsibilities:

Management:

provide line management and leadership support to staff of Supply Chain, Finance, Human Resources and Administrative Services

Lead and manage the team (incl. HR planning, work-planning, technical support, objective setting, performance review, staff well-being and development)

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.

Actively identify issues and engage with the Area Manager and Support Services team in Yaounde to improve operations.

Ensure effective planning and quality implementation of the Support Services team activities

Responsible for maintenance of a Master Budget for Support Services in Buea

Ensure that thorough and effective budgetary control is in place, and ensure accountability and donor compliance in all financial documentation

Prepare support service budgets in collaboration with relevant program managers

Ensure full implementation and adherence to all DRC internal policies and procedures as well as local law regulation.

Supply Chain Support

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 control in stock reports and asset inventory

Develop and ensure effective controls over vehicles use and maintenance. Ensure Vehicle Logbook are implemented and reviewed regularly.

Support the program teams in procurement planning to ensure timely delivery of project inputs and activities.

Oversee weekly and monthly status reports across all Supply Chain Function

Warehouse management, including supporting distribution planning with program staff.

Supervise Procurement of all goods and services, establish and follow up annual procurement plans, track all orders, purchases and deliveries

Coordination of programme staff to ensure logistics involvement in the whole programme cycle

Ensure that all logistics specific donor rules and policies are understood and respected

Oversight of all purchase and service contracts to ensure DRC’s interests are protected

Optimize all logistics operations to increase cost effectiveness including setting up longer term supply contracts

Ensure DRC supplier due diligence is effective in the relevant context

Ensure proper operation of DRC Dynamics ERP supply chain system by staff under supervision

Apply report and data analytics to improve supply chain operation in area of concern

HR and Admin

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, including contract renewals, amendments, exit clearances

Lead external HR duties, including posting vacancies, conducting recruitments, and drafting contracts.

Ensure all new staff receive induction locally from support and technical staff, manage onboarding procedure (e.g. ensure email account set-up, receive equipment required for job, etc.

Ensure systems are in place, and managed, for maintenance and repairs of DRC property (including property, assets and equipment) and vehicles

Ensure correct functioning of IT equipment an internet, requesting support from specialist IT staff when required

Manage leases at field to ensure the field office has valid leases and that payments to the lessors are done in a timely manner

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 Yaounde.

Finance:

Ensure high quality day-to-day accounting of the field office's spending. This will include, financial review of all order requests submitted by program and support staff to ensure eligible and well-informed spending, maintaining the field office's cashbook, assuming cashier responsibilities, organizing and making all local payments, maintain a system for high quality verification of expenditures and supporting documentation, and maintain and monitor a system for accruals and outstanding payments all in accordance with DRC and donor rules and regulations;

Ensure compliance with donor guidelines in the allocation of costs and management of funds.

Prepare financial forecasts for Support Services in Base, Cash Transfer request (Programs and Support)

Monitor support service budget expenditure reports for donors, and check compliance with donor financial reporting requirements

Support the Yaounde based finance team in the preparation of all financial reports and audits for grants at periodic intervals and submit them to Head of Support Services for review;

Lead monthly financial review meetings with budget holders and the Area Manager, and share minutes and analysis with the Area Manager and Yaounde senior management team;

Provide strategic support, including projections and recommendations on financial matters to the Area Manager and Head of Support Services.

Become well versed in all applicable local laws and regulations and interact with relevant local authorities accordingly when tasked by the Area Manager.

Experience and technical competencies: 

· Minimum of 1-year relevant work experience

· Experience in administrative tasks

· Prior experience with international development organizations and displaced population highly desirable

· Strong ability to work in a variety of environments and in remote locations without communication or amenities.

· Knowledge of Microsoft Word, Excel and Outlook

· Willingness to live and work in a challenging environment with limited resources

· Native proficiency in English and experience working/living in SW and NW Cameroon

Education: (include certificates, licenses etc.)

• Bachelor’s Degree

• Level 2 accountancy/Supply Chain qualification

• Proficient computer skills, including Microsoft Word, Outlook and Excel

Languages: (indicate fluency level)

• English-professional Competency

Key stakeholders: (internal and external)

• DRC staff and partners

• Donors

• Auditors

• Service providers

Knowledge of context: Minimum 10 years working / studying / living in South West or North West Cameroon. Applications which do not demonstrate this will not be considered

Application process

Submit your application online to the email address findi.mbua@drc.ngo (Include Cover Letter, CV, relevant certificates).

OR

Submit your application documents (Cover letter, CV, relevant certificates) at Danish Refugee Council office Buea, Cameroon.

Deadline for application: 23rd May 2020

Applications will be reviewed on a rolling basis. Should DRC select a candidate prior to the deadline, we reserve the right to close the vacancy. Only shortlisted candidates will be contacted.

COMMENT POSTULER

Application process Submit your application online to the email address findi.mbua@drc.ngo (Include Cover Letter, CV, relevant certificates). OR Submit your application documents (Cover letter, CV, relevant certificates) at Danish Refugee Council office Buea, Cameroon.