Head of Support Services

Background

The Danish Refugee Council has been operating in Tanzania from October 2015 since the establishment of Nduta refugee camp. DRC are now working in Nduta and Mtendeli refugee camps, with a current combined population of 80,000 refugees, and expected population of 100,000. DRC are working in the sectors of Camp Management and Community Services (CCCM), Protection and Shelter/Construction. With the consolidation of the DRC Tanzania program in 2016, moving away from pure emergency response, a new sub-base is being opened up in Kasulu to support a new Camp Management program in Nyarugusu (population 100,000 refugees) in support of a local partner organisation, TWESA, as well as expanding the protection program in Nduta and Mtendeli, and starting up a pilot livelihoods intervention in these two camps. DRC are also opening a liaison office in Dar es Salaam for representation and administration purposes. In August 2016, the DRC Uganda and Tanzania programs will become a joint country program, led by the Uganda Country Director. The Head of Support Tanzania will be responsible for support aspects of the Tanzania side of the program with technical links to the Uganda Support team.

Purpose

The Head of Support Services will offer overall direction and management of all support services in DRC Tanzania in close cooperation with the Head of Finance and Administration in DRC Uganda. The Head of Support Services will ensure the existence of effective and efficient support services in the areas of finance, administration, human resources, procurement and logistics. He/She will play a key role in developing and implementing country specific strategies as well as devising, implementing and improving operational systems, processes and policies in support of DRC’s mission in Tanzania, in line with DRC operational standards and procedures.

Key Responsibilities

Finance:

• Ensure financial regulations, procedures and documentation requirements are adhered to in DRC country operation.
• Provide overall financial planning support to Head of Programs Tanzania, advise on spending and financial spending strategies, provide accurate financial outlook of the programs on a regular basis.
• Provide inputs to budget development and guidance on overall financial management support to the budget holders.
• Constantly check the integrity and robustness of financial procedures, possible mismanagement and suggest corrective actions to minimise losses.
• Active anticipation of temporary breakdown of finance system, and misconduct by a member of staff despite the presence of effective internal controls and means for inspection.
• Constantly train and groom finance staff to develop capacity in the country offices.
• Implementation of a functioning, real-time master budget tool to Senior Management Team, and programme managers.
• Regulation and monitoring of the overall spending in the programme, cost sharing and administrative cooperation between projects and personnel.
• Active seeking for direction from the senior management team once suspecting or having discovered [early] signs of budgetary disparity, fraudulent activity, or administrative adversities thereof.
• Implementation of NAVISION financial management system.
• Reviewing of timely and accurate financial and administrative reporting to external parties, and to the headquarters.
• Management of transparent and effective interaction with banks and other financial institutions, and agreements with authorities favourable to DRC and its beneficiaries.
• Monitoring and regulating the movement of cash, liquidity management, the bank transactions and transfers, and the other personnel involved, beyond the set of internal controls.
• Ensure that all necessary agreements, permits and licenses necessary for DRC‘s operations (including VAT exemption) are in place and keep updated on national Administrative rules and regulations pertaining to the activities of DRC.

Administration/HR:

• Administrative leadership over effective implementation of the fundraising strategy and the relevant parts of the country strategy, ensuring procedural and system compliance, and paving way to organisational growth.
• Direct management of administrative and finance personnel at manager level, indirect management of the officers in field offices, and monitoring the conduct of other staff in relation to the rules and policies of DRC.
• Ensuring an honest, timely and quality delivery of administrative and financial operations and services at all levels of organisation hierarchy, through sound recruitment, firm internal controls and reporting, solid coordination between projects and personnel, and internal audits.
• Facilitation of continued learning and improvement through training, coaching, and communication amongst personnel, and organising sessions for self-evaluation and goal-setting.
• Development and evaluation of DRC concepts and budgets, cost saving strategies through administrative and finance staff, and with the senior management team.
• Ensure that effective HR policies are in place and implemented.
• Upholding of the Code of Conduct among the personnel at country office and in field locations through personal example.
• Ensure a sound HR and payroll management system compliant to DRC HR policies is in place.
• Manage all aspects of HR leave and travel (including the expatriates).
• Ensure a well-functioning staff complaint reporting and handling mechanism is in place.
• As a member of senior management team, ensuring that agreed measures for safety and security are in place and adhered to by all staff, including but not limited to the upkeep of MOSS standards, security and evacuation plans, and staff movement.
• Conduct of other duties as agreed with Senior Management Team or assigned by the Head of Programs Tanzania.

Logistics and Procurement:

• Provide supervision to country procurement and logistics inclusive of related information management and maintenance, requests for quotations, quality control and ensuring the set procedures are followed.
• Supervise country procurement and logistics personnel, and ensuring logistics team’s close cooperation with the departments for admin/finances, human resources and program operations.
• Monitoring procurement procedures and ensuring that items are accounted for and quality/quantity controlled in stock reports and asset inventory management system.
• Providing support to Tanzania Logistics Manager in timely management and updating of all logistics reports and information as required by the organisation.
• Standardisation of all service contracts.
• Ensure proper guidance to Tanzania Logistics Manager in vehicle and equipment maintenance/repair schedule and value-for-money services to the vehicle fleet/equipment.
• Ensure maintenance, updating and sharing of procurement and logistics reports on observations concerning staff conduct/performance and use of organisation’s assets; and DRC/DDG monthly reports on fuel, inventory, and equipment maintenance/repair and in stock reports.
• Manage and implement Information Technology strategies of Horn of Africa Region.

Coordination

• Develop a network with other INGOs on finance and administration-related topics and ensure a proactive communication with all relevant stakeholders.
• Share and coordinate administration and finance related information with the Head of Programs and other staff, and attend any internal coordination meetings.
• Liaise with donors and government officials, especially as relates to issues of compliance, registration and audit.
• Ensure timely communication with Uganda Office, Regional Office and HQ, Project Managers and Sector leads in Tanzania concerning all issues related to finance, administration, HR, procurement and logistics.

Personal Specifications

Essential:

• Post graduate degree in Business Administration, Finance or Accounting and Addition Professional qualification such as ACCA or CPA is desired.
• 7 years INGO or other international agencies experience in finance and operations management in international humanitarian set up, including demonstrated ability to set up operational management systems in a large programme and direct experience of delivery of humanitarian programme in an emergency response.
• Excellent knowledge in preparing major international donor reports and knowledge of major donor rules including UNHCR, UNICEF, WFP, ECHO, EC, DFID, DANIDA and USG.
• Possess strong analytical and conceptual skills.
• Proven Management Skills.
• Strong accounting and analytical skills.
• Excellent communication skills in English is required.

Competencies

• Proven commitment to accountable practices. Good knowledge Navision financial software will be an added advantage.
• Previous experience in setting up systems in a new country program is an asset.
• Knowledge of working in challenging environments.
• Proven ability to manage large varied workloads and deal constructively with stress and periods with long hours.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision.
• Proactive, stable and robust character and a good team player.
• Excellent communication skills, calm and a good sense of humour.
• Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels.
• Fluency in Kiswahili is an added advantage.

General

Commitments:

DRC has a Humanitarian Accountability Framework, outlining its global accountability committments. All staff are required to contribute to the achievement of this framework into the work of DRC

Conditions

Availability: As soon as possible

Duty station: Kibondo, Tanzania with frequent travel to new program location in Kasulu- Nyarugusu.

Reporting: This position works directly under the supervison of Head of Program, Tanzania, and with technical supervision of Head of Finance and Administration, Uganda of Head of Support.

Contract: 1 year contract dependent on both funding and performance. Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for Global Expatriates (available at www.drc.dk under Vacancies). This position is graded as A14.

For qualified National staff the terms of employment will be in accordance with DRC terms for National staff

HOW TO APPLY:

interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.

We only accept applications sent via our online-application form on www.drc.dk under Vacancies.

Please forward the application and CV, in English through the online application on www.drc.dk under vacancies no later than 10th September 2016

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

For general information about the Danish Refugee Council, please consult www.drc.dk.