Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.
DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and implements emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.
DRC is currently looking for a Area Support Services Manager for its activities in Dnipro (cover Dnipropetrovska and Zaporizka oblasts).
About the job
You, as the Area Support Services Manager, will provide coordinated and strategic leadership for all support functions and ensure the smooth running of all support functions in an area to meet the programme needs in line with the DRC Operations Handbook. You will focus and ensure compliance to DRC procedures and guidelines within the area. You will contribute to the development of area strategies, which are translated into action plans and day-to-day tasks. You will provide support and/or technical guidance to Area and Base operations.
Roles reporting to this position: Support Services Area Teams
Reports to: Direct Line Manager: Area Manager Southeast; Technical Line Manager: Head of Support Services
Your main duties and 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 the 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
Finance
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.As Manager the post-holder is responsible for the following:
Accountable for achieving DRCโs strategic goals and objectives within the area of responsibility. Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources. Accountable for people management of direct reports. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc. Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC.About you
To be successful in the role, we expect you to have at least 3 years of experience in similar role or in managing Finance, Supply Chain or HR/ Admin units and at least 2 years of people management experience. Moreover, we also expect the following:
Master's degree in relevant area 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 EnglishIn this position, you are expected to demonstrate DRCโ five core competencies:
Striving for excellence: You focus on reaching results while ensuring an efficient process. Collaborating: You involve relevant parties and encourage feedback. Taking the lead: You take ownership and initiative while aiming for innovation. Communicating: You listen and speak effectively and honestly. Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.We offer:
Contract length:12 months contract depending on performance and funding after successful completion of 3 monthsโ probation period. Level: F.2 - management. Designation of Duty Station: Dnipro Start date: March 2025Salary and conditions will be in accordance with Danish Refugee Councilโs Terms of Employment for national staff.
Application process:
All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.
Closing date for applications: 3rd March 2025.
We encourage candidates to apply as son as possible, interviews might be conducted on a rolling basis. DRC recerves the right to select candidate before the vacancy close date.