Job opportunity: Support Service Team Leader at Danish Refugee Council - Cameroon Desk

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lundi 28 septembre 2020

Job opportunity: Support Service Team Leader at Danish Refugee Council

Danish_Refugee_Council
Job opportunity: Support Service Team Leader

Position: Support Service Team Leader

Location: Buea, South West Cameroon

Contract type: Standard

Start date: 26th October 2020

Overall purpose of the role
  • Provide line management and leadership support to staff of Supply Chain, Finance, Human Resources and Administrative Services.
  • Lead the development, timely and professional implementation of systems for each department/unit under Support Services to ensure they are effective, efficient, and compliance with DRC policies
Main responsibilities
Management:
  • Provide line management and leadership support to staff of Supply Chain, Finance, Human Resources and Administrative Services
  • Lead and manage the team (incl. HR planning, work-planning, technical support, objective setting, performance review, staff well-being and development)
  • Lead the development, timely and professional implementation of systems for each department/unit under Support Services to ensure they are effective, efficient, and compliance with DRC policies.
  • Actively identify issues and engage with the Area Manager and Support Services team in Yaounde to improve operations.
  • Ensure effective planning and quality implementation of the Support Services team activities
  • Responsible for maintenance of a Master Budget for Support Services in Buea
  • Ensure that thorough and effective budgetary control is in place, and ensure accountability and donor compliance in all financial documentation
  • Prepare support service budgets in collaboration with relevant program managers
  • Ensure full implementation and adherence to all DRC internal policies and procedures as well as local law regulation.
Supply Chain Support
  • Ensure implementation and quality of DRC’s supply chain systems and procedures, managing Supply Chain function to ensure timely and transparency of procurement and the compliance.
  • Monitor procurement procedures, ensuring items are accounted for and quality/quantity control in stock reports and asset inventory
  • Develop and ensure effective controls over vehicles use and maintenance. Ensure Vehicle Logbook are implemented and reviewed regularly.
  • Support the program teams in procurement planning to ensure timely delivery of project inputs and activities.
  • Oversee weekly and monthly status reports across all Supply Chain Function
  • Warehouse management, including supporting distribution planning with program staff.
  • Supervise Procurement of all goods and services, establish and follow up annual procurement plans, track all orders, purchases and deliveries
  • Coordination of programme staff to ensure logistics involvement in the whole programme cycle
  • Ensure that all logistics specific donor rules and policies are understood and respected
  • Oversight of all purchase and service contracts to ensure DRC’s interests are protected
  • Optimize all logistics operations to increase cost effectiveness including setting up longer term supply contracts
  • Ensure DRC supplier due diligence is effective in the relevant context
  • Ensure proper operation of DRC Dynamics ERP supply chain system by staff under supervision
  • Apply report and data analytics to improve supply chain operation in area of concern
HR and Admin
  • Lead internal HR duties, including tracking staff attendance, leave requests, gathering timesheets, filing contracts, and assisting in the preparation and updating of payroll database, ensure proper filing of contracts – including management of staff contracts, including contract renewals, amendments, exit clearances
  • Lead external HR duties, including posting vacancies, conducting recruitments, and drafting contracts.
  • Ensure all new staff receive induction locally from support and technical staff, manage onboarding procedure (e.g. ensure email account set-up, receive equipment required for job, etc.
  • Ensure systems are in place, and managed, for maintenance and repairs of DRC property (including property, assets and equipment) and vehicles
  • Ensure correct functioning of IT equipment an internet, requesting support from specialist IT staff when required
  • Manage leases at field to ensure the field office has valid leases and that payments to the lessors are done in a timely manner
  • Manage timely payment of utilities at the field level, including ensuring the payment of communications fees
  • Manage the travel arrangements of field staff and incoming visitors in coordination with Administrative staff in Yaounde.
Finance:
Ensure high quality day-to-day accounting of the field office's spending. This will include, financial review of all order requests submitted by program and support staff to ensure eligible and well-informed spending, maintaining the field office's cashbook, assuming cashier responsibilities, organizing and making all local payments, maintain a system for high quality verification of expenditures and supporting documentation, and maintain and monitor a system for accruals and outstanding payments all in accordance with DRC and donor rules and regulations;
  • Ensure compliance with donor guidelines in the allocation of costs and management of funds.
  • Prepare financial forecasts for Support Services in Base, Cash Transfer request (Programs and Support)
  • Monitor support service budget expenditure reports for donors, and check compliance with donor financial reporting requirements
  • Support the Yaounde based finance team in the preparation of all financial reports and audits for grants at periodic intervals and submit them to Head of Support Services for review;
  • Lead monthly financial review meetings with budget holders and the Area Manager, and share minutes and analysis with the Area Manager and Yaounde senior management team;
  • Provide strategic support, including projections and recommendations on financial matters to the Area Manager and Head of Support Services.
  • Become well versed in all applicable local laws and regulations and interact with relevant local authorities accordingly when tasked by the Area Manager
  • Experience and technical competencies: (include years of experience)
  • At least two years’ experience preferably with a humanitarian INGO
  • Good communication and excellent inter-personal skills
  • A team player who is responsible, diplomatic and confident at dealing with people at all levels and different backgrounds
  • Good analytical skills
  • A problem solving and solution-oriented attitude; be methodical and adaptable
  • Planning skills and attention to detail
  • Ability to work under minimal supervision and deliver on set objectives within given deadlines
  • Approachable and willingness to listen and assist finance and non-finance colleagues
  • Ability to work under pressure and on irregular working hours
  • Ability to occasionally conduct training of staff on finance related issues
All DRC roles require the post-holder to master DRC’s core competencies:
  • Striving for excellence: Focusing on reaching results while ensuring efficient processes.
  • 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: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment
Education: (include certificates, licenses etc.)

Bachelor’s Degree
Level 2 accountancy/Supply Chain qualification

Proficient computer skills, including Microsoft Word, Outlook and Excel

Languages :English-professional Competency

Key stakeholders : (internal and external)
  • DRC staff and partners
  • Donors
  • Auditors
  • Service providers
Knowledge of context: Minimum 10 years working / studying / living in South West or North West Cameroon. Applications that do not demonstrate this will not be considered.

Method of Application

Applications including a cover letter and an updated CV (no longer than four pages) in English should be sent to cmr-buea-recruitment@drc.ngo by 5th October 2020.

Subject of the email should be ‘Support Service Team Leader’

NB: Ne donnez pas d'argent pour obtenir un emploi


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