Area Support Services Manager

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Position Title: Area Support Services Manager
Location: Kharkiv
Country: Ukraine
Deadline Date: 2nd March 2025

Job Details

Job Posting Organization:
The Danish Refugee Council (DRC) is a prominent protection agency established with the mission to protect, advocate for, and promote durable solutions for populations affected by displacement. Since its inception, DRC has been dedicated to addressing the needs of displaced individuals and communities, ensuring their rights are upheld and their voices are heard. DRC has been operational in Ukraine since 2014, employing over 800 staff members across the country. The organization implements emergency responses in various sectors, including Protection, Livelihoods, Shelter/NFIs, and Humanitarian Disarmament and Peacebuilding, utilizing direct interventions, support to duty bearers, and partnerships with civil society organizations (CSOs). DRC is committed to adapting its durable solutions portfolio to meet the evolving context of the humanitarian landscape in Ukraine.

Job Overview:
As the Area Support Services Manager, you will play a crucial role in providing coordinated and strategic leadership for all support functions within the area. Your primary responsibility will be to ensure the smooth operation of support functions to meet program needs, adhering to the DRC Operations Handbook. You will focus on compliance with DRC procedures and guidelines, contributing to the development of area strategies that translate into actionable plans and daily tasks. Additionally, you will provide support and technical guidance to Area and Base operations, ensuring that all departments, including Supply Chain, HR, Finance, and Administration, are aligned with the overall objectives of the organization. This position requires a proactive approach to problem-solving and the ability to manage multiple priorities effectively.

Duties and Responsibilities:
Your main duties and responsibilities will encompass several key areas:

• **Planning and Strategy**: Ensure that each department has an annual action plan, which is further divided into individual action plans for team members. Ensure project planning incorporates relevant support service requirements, such as procurement lead times and appropriate budgets. Act as the focal point for compliance self-checks, risk registers, internal audits, and results contracts for the area.
• **HR Support**: Maintain an updated recruitment tracker, ensuring accurate tracking of ongoing and planned recruitment. Anticipate the arrival of new staff and coordinate induction and training sessions. Ensure completion of annual HR tasks as per the Operations Handbook and streamline HR responses across departments.
• **Administration Support**: Oversee key administrative tasks, ensuring routine follow-ups are carried out effectively. Supervise procurement of office supplies and manage guesthouse supplies, visa applications, and utility payments.
• **Supply Chain Management**: Ensure adherence to DRC procurement procedures and manage procurement timelines to avoid delays in program implementation. Monitor department KPIs and ensure timely submission of monthly reports.
• **Finance Management**: Responsible for budget monitoring and forecasting for support service budgets. Provide guidance to budget holders on compliance requirements and ensure monthly finance tasks are completed in accordance with the Operations Handbook. As a manager, you will be accountable for achieving DRC’s strategic goals and objectives, making significant decisions regarding unit functions, and managing direct reports effectively.

Required Qualifications:
To be considered for this position, candidates must possess the following qualifications: - A Master's degree in a relevant field. - A minimum of 3 years of experience in a similar role or in managing Finance, Supply Chain, or HR/Admin units. - At least 2 years of experience in people management. - Comprehensive knowledge of project cycle management, supply chain management, procurement processes, and budget cycle monitoring. - Familiarity with code of conduct principles and HR performance management systems. - Understanding of key donor policies and compliance procedures. - Full professional proficiency in English is mandatory.

Educational Background:
Candidates must hold a Master's degree in a relevant area, which provides the necessary theoretical foundation and practical knowledge required for the role. This educational background is essential for understanding complex project management, financial oversight, and human resource functions within the organization.

Experience:
The position requires candidates to have at least 3 years of relevant experience in a similar role, specifically in managing Finance, Supply Chain, or HR/Admin units. Additionally, candidates should have a minimum of 2 years of experience in people management, demonstrating their ability to lead and develop teams effectively.

Languages:
Full professional proficiency in English is mandatory for this position. Knowledge of additional languages may be considered an asset, particularly languages relevant to the local context or the populations served by DRC.

Additional Notes:
The contract length for this position is 12 months, subject to performance and funding, following a successful completion of a 3-month probation period. The position is classified at Level F.2, which is a management designation. The duty station for this role is Kharkiv, with a start date anticipated in May 202

• Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for employees on national and expatriate contracts. All applicants are required to upload a cover letter and an updated CV (no longer than four pages) in English, as applications sent via email will not be considered. The closing date for applications is set for 2nd March 2025.