Area Support Services Manager

Job Advertisement

Position Title: Area Support Services Manager
Location: Dnipro
Country: Ukraine
Deadline Date: 3rd 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 pivotal role in providing coordinated and strategic leadership for all support functions within the designated area. Your primary responsibility will be to ensure the smooth operation of support functions in alignment with the DRC Operations Handbook. This includes ensuring compliance with DRC procedures and guidelines, contributing to the development of area strategies, and translating these strategies into actionable plans and daily tasks. You will also provide support and technical guidance to Area and Base operations, ensuring that all support services are effectively tailored to meet the program's needs. This role requires a proactive approach to leadership, with a focus on fostering collaboration among various departments, including Supply Chain, HR, Finance, and Administration, to achieve the organization's objectives.

Duties and Responsibilities:
Your main duties and responsibilities will encompass a wide range of tasks, including:

• Planning and Strategy: Ensure that each department (Supply Chain, HR, Finance, and Administration) has an annual action plan, which is further divided into individual action plans for each team member. Ensure project planning incorporates relevant support service requirements, such as lead times for procurement 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 accuracy in ongoing and planned recruitment efforts. 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 tenders. Monitor lead times for procurement to prevent delays in DRC activities. Track department KPIs and ensure timely submission of monthly reports.
• Finance Management: Monitor and forecast support service budgets, providing guidance to budget holders on compliance requirements. Participate in budget proposal development and ensure monthly finance tasks are completed in accordance with Operations Handbook procedures.
• People Management: Accountable for achieving DRC’s strategic goals within your area of responsibility, making significant decisions regarding unit functions, and managing direct reports, including hiring, performance appraisal, and staff development.

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, and procurement processes. - Familiarity with budget cycle and monitoring processes, as well as key donor policy and compliance procedures. - Full professional proficiency in English is mandatory, with additional language skills considered an asset.

Educational Background:
Candidates must hold a Master's degree in a relevant area, which provides a strong foundation for understanding the complexities of support services management within a humanitarian context. This educational background is essential for effectively navigating the challenges associated with managing diverse teams and ensuring compliance with organizational policies and procedures.

Experience:
The ideal candidate should have a minimum of 3 years of experience in a similar role or in managing Finance, Supply Chain, or HR/Admin units. Additionally, at least 2 years of experience in people management is required. This experience should demonstrate a proven track record of successfully leading teams, managing budgets, and ensuring compliance with organizational standards and donor requirements.

Languages:
Full professional proficiency in English is mandatory for this position. Proficiency in additional languages is considered advantageous and may enhance communication with diverse stakeholders and beneficiaries.

Additional Notes:
The position offers a 12-month contract, contingent on performance and funding, following a successful 3-month probation period. The level of the position is classified as F.2 - management, and the designated duty station is Dnipro. The anticipated start date for this role is March 202

• Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for national staff. Applicants are required to submit a cover letter and an updated CV (no longer than four pages) in English. Applications sent via email will not be considered. The closing date for applications is set for 3rd March 2025, and candidates are encouraged to apply as soon as possible, as interviews may be conducted on a rolling basis. DRC reserves the right to select candidates before the vacancy close date.