Support Services Manager – Iraq

In 2003, DRC became one of the first organisations to provide humanitarian assistance in the country. Today, DRC continues to provide humanitarian assistance to the most vulnerable displaced families, including IDPs, returnees and host communities in Basra, Baqubah, Jalawla, Gatoon, Baghdad, Muqdadiya, Balad, Aziz Balad, Samarra, Mosul, Duhok, Tel Afar, Baa’j, Sinjar and Erbil.

More information about DRC operations in Iraq can be found here: Iraq | DRC Danish Refugee Council

Danish Refugee Council, one of the largest humanitarian NGOs in the world, is currently looking for a highly qualified and strong Support Services Manager for our activities in the central area of ​​Iraq.

About the track

The Support Services Manager provides coordinated and strategic leadership responsibility for all support functions, overseeing Finance, HR and Admin, Supply chain, IT and ensuring the smooth execution of all support functions to meet program needs in accordance with the DRC Operations Handbook. Your key duties and responsibilities will include:

Planning and strategy

• Lead the annual planning for support services and ensure that key performance indicators and fixed targets are met. These are linked to the coordination unit for national consistency.
• Ensure that the project schedule includes relevant support service requirements (such as lead times and appropriate budgets)
• Ensure that resource mobilization is realistic and meets the needs of support functions by using the operational budget to implement donor proposals
• Ensure that support services are fit for purpose and meet the needs of the programme.
• Be the point of contact for the compliance self-assessment, the risk register, the internal audit and the results contract.
• As required, you will support the scaling up and down of base and regional office activities, including establishing operational presence in new geographic locations.
• Where necessary, work closely with the managers of support functions in the Country Office.

HR support

• Ensure that support functions are adequately staffed to meet the needs of the CAO area in terms of program implementation
• Provide regular constructive feedback to direct reports, follow DRC performance management procedures, and support direct reports in the performance management of their team members.
• Assess training and development needs for support and program teams within the area office and develop a capacity building plan for implementation.
• Lead the development of high performing support teams for the CAO area, with a focus on improving operational efficiency and ensuring compliance with DRC Global, Country Level and donor regulations.
• Support succession planning of functions in accordance with the nationalization policy and guidelines for the DRC and Iraq.
• Ensure monthly reports are prepared and targets are met by the department, while being a link with the HR coordination unit
• Ensure quarterly tasks are completed on time (such as staff onboarding, code of conduct training, and leave planning)
• Ensure annual HR tasks are completed according to the Operations Handbook (e.g. performance and development reviews) and updated in Dynamics.
• Streamline HR responses across departments (e.g. support in developing organizational charts)
• Ensure that the HR team carries out day-to-day tasks such as recruitment, contract renewals/amendments, timesheet submission and leave tracking.

Administrative support

• Be the central point of contact for critical administrative tasks, such as registration for the coordination unit
• Supervise the team to ensure routine tasks are completed (boarding supplies, visa applications, phone credit purchases, utility bill payments, rental and lease agreements)

Supply chain

• Ensure that procurement procedures are followed and that you are the point of contact for tenders together with the coordination unit (including chairing most major tenders)
• Closely monitor department KPIs and ensure monthly reporting is submitted on time and of high quality.
• Be a central point of contact and decision maker for fleet cancellations, in line with the advice of the Supply Chain Coordinator.
• Work with the SCTL to ensure all sub-departments (purchasing, fleet, assets, warehouse and IT) have and achieve objectives in accordance with the procedures in the Operation Handbook.
• In cooperation with the Country Office, monitor international procurements carried out in the CAO area to ensure compliance with internal procedures, donor regulations and timely delivery of procurements.
• Ensure assets are correctly verified and registered in Dynamics
• Ensure proper fleet management (correct numbers of vehicles on the road, fuel consumption is checked on time)

Finances

• Primary budget holder for all support service lines
• Implementation of a functioning, real-time master budget tool for the area manager and program managers, in addition to maintaining the master budget for support costs (online and offline)
• Responsible for budget monitoring and forecasting for support services budgets.
• Collaborate with budget holders in developing proposals
• Work with senior managers on budgetary control of all grants. Regulation and control of total program expenditure, cost sharing and administrative collaboration between projects and staff.
• Ensure critical annual financial tasks are completed (such as annual reports)
• Work with the finance and compliance team to ensure program teams clearly understand compliance requirements.
• Ensure monthly financial tasks are completed (payroll, SOS, PIT, cash books and cash forecasts) and in accordance with the procedures in the Operations Manual
• Ensure compliance with financial regulations, procedures and documentation requirements in the CAO.
• Ensure overall financial planning and support the Area Manager at CAO by advising on expenditure and financial spending strategies. Provide accurate financial overview of the programs on a regular basis.

Coordination

• Ensure timely communication with CO, partners, project managers and sector leaders in CAO on all issues related to financial administration, supply chain and HR and IT

Other

• Ensure efficient support is provided during internal and external audits
• Ensure that archiving and filing are in order and followed by all teams involved.
• Support the implementation of DRC Dynamics (Enterprise Resource Planning System), including its intensive use, training of relevant teams in the Area Office and controlling and monitoring license usage.
• Facilitate the implementation of the age, gender and diversity strategy within the CAO Area Office Support Services Team

About you

To be successful in this role we expect you to have at least 5 years of relevant experience. In addition we also expect the following:

Required

• At least three years of experience in a similar position (preferably with a financial background)
• At least five years of experience in people management
• At least two years of experience as a financial manager
• Knowledge of project cycle management
• Knowledge of supply chain management and purchasing processes
• Knowledge of the budget cycle and monitoring processes
• Knowledge of the principles of the code of conduct and HR systems for performance management
• Knowledge of major donor policies and compliance procedures

Education:

Master’s degree in relevant field, e.g. business administration, finance or accounting

Languages:

• Excellent communication skills in English are required.
• The Arabic language is considered an added value

Report to: Area Manager

Technical line manager: Head of Support Services – Country Office

Key stakeholders:

• National Head of Support Services
• Field Support Services Team
• Area Senior Management Team (Area SMT)
• Partners

In this role you will be expected to demonstrate DRC’s five core competencies:

Striving for excellence: You focus on achieving results while ensuring an efficient process.

To collaborate: You involve relevant parties and encourage feedback.

Taking the lead: You take responsibility and initiative and strive for innovation.

Communicate: You listen and speak effectively and honestly.

Demonstrate integrity: You uphold and promote the highest standards of ethical and professional conduct with respect to our values ​​and code of conduct, including protection from sexual exploitation, abuse and harassment.

WE OFFER

• Contract duration: 1 year
• Salary scale: F (management)
• Start date: October 20, 2024
• Comprehensive health insurance for staff, partner and up to two children under the age of 18.
• Personal accident insurance covers the risk of an occupational accident during working hours.
• Psychosocial support for staff and family members.
• Learning and development opportunities for professional growth.

Salary and conditions are in accordance with the Danish Refugee Council’s terms of employment for national staff. Please consult drc.ngo under Vacancies.