Danish Refugee Council NGO Support Services Manager Jobs in Addis Ababa Ethiopia

Danish Refugee Council NGO Support Services Manager Jobs in Addis Ababa Ethiopia


Title:

  • Support Services Manager

    Location:

  • Addis Ababa, Ethiopia (20% travels)

    Reports to:

  • Chief of Party

    Direct Reports: 3

    Start of Contract & Duration:

  • 12 months

    Project Background

    The Danish Refugee Council (DRC) is leading an international consortium to deliver a £21 million program to protect would-be migrants and refugees from unsafe irregular migration through and from Ethiopia Amhara and Tigray regions of Ethiopia as well as Djibouti.

    The 4-year program, funded by the Department for International Development, UK (DFID, UK), will address the barriers to reducing unsafe irregular migration from Ethiopia and ultimately reducing unsafe regular migration through and from Ethiopia, taking into consideration attention to the most vulnerable group -- women, girls and unaccompanied irregular migrants -- and coordination with key stakeholders.

    Responsibilities and Tasks

    Responsibilities:

    Financial Systems, Policies and Procedures

  • Setting up effective comprehensive consortium-wide financial management systems and ensuring effective and timely financial reporting.
  • Ensuring accounting systems, policies, internal controls and procedures are established and enforced for the collection of accurate, complete and timely financial data consistent with donor requirements (e.g.: budgets, forecasts, expenditure, commitments, payroll, and delegation of authority).

    Payment by Result (PBR), Value for Money (VFM) and Risk Management

  • Identifying and effectively implementing agreed mitigation measures relating to financial and contractual risks to the program, and ensuring effective reporting of risks, mitigation measures, and changes in risk rating to the Chief of Party.
  • Working with the Chief of Party and Knowledge and Information Management
  • Coordinator to monitor PBR milestones, requirements, and challenges
  • Ensuring timely and efficient reporting and invoicing to the donor.
  • Working with the Chief of Party, Technical Coordinator, MEAL/Advisors to ensure VFM is mainstreamed and supporting its incorporation into decision-making.
  • Ensuring data required for internal VFM reporting is available in a timely manner.
  • Work closely with the MEAL and Reporting Specialists to produce effective VFM reporting to the PD.
  • Ensuring effective VFM reporting to the donor in accordance with the VFM reporting schedule.

    Administration/HR:

  • Ensure all HR and administrative policies and procedures of DRC are followed and ensure that all partners HR and administrative policies are fully compliant with donor and DRC’s requirements.
  • Create significant awareness of DRC’s Code of Conduct (CoC) among personnel through personal example and training on the CoC on a bi-annual basis (and as necessary as requested) to DRC and program partners.
  • Ensure a sound HR and payroll management system compliant to DRC HR policies is in place and according to the current local laws with respect to VAT withholding and severance policies.
  • Act as focal point on all matters related to HR for the program, and train staff on HR policies appropriately.
  • Ensure that personnel files for all staff are complete and accurate, and that confidentiality is maintained at all times.
  • Liaise with the HoSS in Addis Ababa, as required and as advised, including but not limited to the maintenance of leave tracking and staff movement documentation.
  • Assist in recruitment processes to ensure compliance with DRC hiring procedures as outlined in the HR manual.
  • Conduct timely orientation of new staff assigned to the program.
  • Management of all program related lease agreements on contracted properties, updating and liaising with the Country Office as needed.

    Supply Chain:

  • Ensure all procurement, fleet management, logistical and asset management policies and procedures of DRC are followed.
  • Monitor DRC procurement procedures and ensure complete accountability of stock and asset inventories.
  • Act as DfID program supply chain focal point for ensuring compilation and analysis of monthly and quarterly Annual Performance Indicators (APIs).
  • Provide technical support to relevant staff in the field offices with matters related to supply chain.
  • Supervise and review the bi-annual physical inventory of all
    assets and follow due procedure for disposal of obsolete assets according to DRC Operations Handbook and donor requirements/procedures.
  • Ensure procurement plans are prepared and regular monthly reviews are taking place, in coordination with monthly Budget Follow Up meetings.
  • Responsible for the circulation of a quality procurement tracking table on a weekly basis, as instructed by the HoSS.
  • Oversee preparation of tender documents for local advertisement and convene procurement committees for bid opening processes as required for program related tenders, in collaboration with the HoSS.
  • Ensure proper filing of all procurement documents with respect to the program.
  • Responsible to see that the overall fleet management of vehicles and/or generators are regularly addressed, with use of logs sheets and ensuring careful maintenance and operations as per policy.

    Other

  • Retaining detailed knowledge of the donor contractual requirements and all sub-contracts, and ensuring contractual adherence by DRC and all consortium partners.
  • Ensuring that financial activities are carried out according to DFID UK and DRC's policies and procedures.
  • Responding and providing explanations to queries from the field managers and headquarters.
  • Leading program preparation for donor and internal audits.
  • Representing the consortium in financial meetings with DFID, UK , in agreement and under the guidance of the PD.
  • Demonstrate high levels of commitment to the DRC and its vision, mission and values in order to ensure the objectives of your role and the country program are met.
  • Ensure the project and its team comply with the requirements of DRC’s Child Safeguarding Policy to ensure maximum protection for children.
  • In this position, you will also be expected to demonstrate DRC’s five core competencies:

    Striving for Excellence:

  • Focusing on reaching results while ensuring an efficient process.
  • Collaborating: Involving relevant parties and encouraging feedback.
  • Taking the Lead: Taking ownership and initiative while aiming for innovation.
  • Communicating: Listening and speaking effectively and honestly.
  • Demonstrating Integrity: Acting in line with DRC’s vision and values.

    Personal Specifications

    Required

    Experience and Technical Competencies:

  • A minimum of 8 to 10 years’ experience of financial and contractual management within international humanitarian and/or development aid.
  • Proven ability to design and implement financial and contractual management systems, processes and procedures across geographically diverse programs, within multiple-agency consortia
  • Strong experience in management of finance and budget monitoring, financial forecasting, and risk management.
  • Comprehensive understanding of DFID donor requirements, Value for Money and DFID results agenda.
  • Experience of financial management under DFID contracts, and ideally payment by results (PBR).
  • Understanding/appreciation of a range of contracting approaches.
  • High-level communications and interpersonal skills.
  • A demonstrated ability to build and maintain relationships with donors, partners, and other stakeholders.

    Education:

  • Degree in a related field, such as financial management, accountancy, or program management.

    Languages:

  • Excellent verbal and written English.
  • Knowledge of Amharic an added advantage.
  • Knowledge of French an added advantage

    How to Apply

  • Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.
  • We only accept applications sent via our online-application form on www.drc.dk under Vacancies.
  • Please forward the application and CV, in English through the stated website no later than 8th December 2018.
  • For general information about the Danish Refugee Council, please consult www.drc.dk.
  • We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.
  • It is DRC policy to recruit, hire, train and promote individuals, as well as administer any and all personnel actions, without regard to gender, race, national, clan or tribal origin, religion, age, sex, origin or ancestry, marital status, social status, sexual orientation, or status as a qualified disabled individual.
  • For more information and job application details, see; Danish Refugee Council NGO Support Services Manager Jobs in Addis Ababa Ethiopia

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