The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organisation founded in 1956 that works in more than 30 countries throughout the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. DRC works in accordance with the UN Conventions on Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.
The protection and assistance to conflict affected population is provided within a long-term, regional and rights-based approach in order to constitute a coherent and effective response to the challenges posed by today’s conflicts. Assistance consists of relief and other humanitarian aid, rehabilitation, support to return and repatriation as well as promotion of long-term solutions to displacement and its causes. In addition, support and capacity building of local and national authorities and NGOs form an integral part of DRC’s work.
About programmes in West Africa Region
DRC has been operational in West Africa since 1998. DRC´s aim is to contribute to the peace and stabilisation, protection and promotion of durable solution to crisis-affected populations in the region. The overall strategic objective of the program is: Support peace and stabilization, protect and promote durable solutions to conflict-affected population in Liberia, Côte d’Ivoire, Guinée, Nigeria, Niger, Burkina Faso and Mali on the basis of humanitarian principles and fundamental human rights.
About programmes in the country in particular
DRC has been operating in Mali since January 2013. The programme in Mali has 3 field offices (Mopti – Gao and Tombouctou) with a liaison office in Bamako. DRC shares its operational bases with Danish Demining Group, the Armed Violence Reduction unit of DRC. DRC’s Mali programme focuses on emergency, community recovery and development within the sectors of Protection and Social Cohesion, Livelihoods and Early recovery, food security and cash. The program is currently funded by Danida, ECHO, UNHCR, SDC, ARD, DRC own fund. The current annual portfolio is approximately 6 to 7 million Euro, but set to grow over the coming year.
About the Job
The Head of Operations will ensure that adequate and efficient operational support is provided to the programme teams and at the same time maintain the best level of compliance possible as well as improve planning capacities on all support functions: procurement plans; financial forecasts; recruitments plans etc. She/he will make sure that all the processes are understood and smoothly implemented. The Head of Operations will be based in Bamako and is expected to move frequently to the various field offices (approximately 30 % of “field time”).
- Line management for support managers such as Finance, HR & Admin and Logistics
- Ensure the existence and maintenance of an accurate and timely Management Information System. This includes overall planning, budget and control of expenditure for shared operational costs, but also coordination of budgeting and expenditure related to program implementation
- Supervision, audits and controlling the implementation of corrective actions related to the DRC standards for operations. This includes supervision of all financial reporting and financial procedures for DRC and implementing partners, including the monthly schedule for financial reporting to the Regional Office, donor reporting and audits, cash flow and liquidity management, legal framework and reporting relations to national authorities
- Compliance with and adherence to DRC policies, guidance and handbooks and donor/auditor requirements
- Ensure that payments and actions are in accordance with the legislation as well as donor and Head Quarter requirements
- Ensure that all HR staff files are complete (Code of Conduct, Contract updated, ToR updated etc.)
- Organize on an annual basis the appraisal system
- Ensure compliance with local legislation and provide support regarding all legal issues
- Facilitate and analyze the Master Support Budget, country level budgets, including assess and monitor costs and resource allocation needs
- Update and share general financial and administrative procedures, relevant policy issues etc.
- Line management for support managers such as Logistics (incl. ICT)
- Management of field logistics systems, including but not limited to, office set-up, fleet management, warehouse management, purchasing, stock control and management, transport, communications, customs and clearance, and other aspects of general logistics advice, including communication systems and equipment.
- Ensure that DRC’s minimum standards of logistics procedures and country policies are introduced and adhered to throughout the country operation, briefing and training all relevant staff as required
- Ensure controls, risk mitigation and compliance procedures are in place and that DRC’s anti-fraud and corruption policies are implemented and adhered to.
- Take a strategic approach to supply management utilizing sound practices to ensure accountable, timely, and cost effective delivery of appropriate supplies to the program
- Ensure that a centralized asset register is maintained; ensuring that all DRC program and operational assets are logged, issued with unique DRC asset numbers and ID cards, and are tracked.
- Ensure facilities and compound management across all sites; ensuring that adequate security measures, asset maintenance, communication, power and water supplies are carried out. Also ensure facilities and compounds condition are in line with health and safety standards of DRC.
- Monitor management of vehicle fleets; ensure appropriate allocation and safe use of vehicles throughout the program, ensure servicing and maintenance schedules are adhered to and ensure accountability with particular reference to fuel consumption.
- Ensure international and national transportation of freight by land, sea and air is in line with program budgets and needs; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to projects
- Ensure international and national flights and ensure the follow up?
- Ensure increased focus on Human Resources Development, including capacity building of local staff and constant delegation of responsibilities
- Training needs assessments as part of improving compliance with DRC standards.
- Overviewing recruitment processes and handling administrative tasks related to HR
- Ensure good utilization and follow-up on the Homère system.
- Serve as acting Country Director when requested / needed
- Ensure that timely and quality project Admin/Fin/Logistics reports are provided internally and externally on time according to donor requirements in coordination with SMT
- Document support activities and developments and integrate lessons learned into program development.
About You, Key Requirements
- A degree in management or business management
- An experience of at least 3 years in the position of Operations Manager or Support Coordinator in an INGO and/or in a management/commercial/financial position in a private company, with knowledge of budget setting, financial follow-up etc.;
- Working experience with some or all of EU, SDC, ECHO, UNHCR, UNICEF, BPRM and Danida guidelines;
- Experience of building and developing the capacity of staff through the use of training, performance management frameworks and development plans
- Excellent interpersonal and team skills
- Commitment to and understanding of DRC’s aims, values and principles; and Ability to work in a multicultural context as a flexible and respectful team player. Excellent writing and editing skills in French for external audiences (including governments and donors); English is desirable
- Work related experience from WA region is an advantage, especially in Mali.
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
Availability: March 15th 2017
Duty Station: Bamako, Mali, this is a Non-family Duty Station. The Head of Operations will be based in Bamako and is expected to move frequently to the various field offices (approximately 30 % of “field time”).
Contract: 1 year contract (possibility of extension according to budget). 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 A10