Support functions manager (North-West)

Job title : Support functions manager (North-West)
Supervised by : Country manager Finance, HR/Admin and Supply Chain
Manager : Area manager (North-West)
Duty station : Paoua, Central African Republic Duty station
designation : Unaccompanied position
Operational area of ​​intervention : Lim-Pendé, Ouham, Ouham-Fafa, Ouham-Pendé
Duration of the contract : Six (06) months, potentially renewable
Desired start date : As soon as possible
Type of contract ( Expat / National / Trainee) : Expatriate
Salary conditions : Management F-2 / Management F

Introduction

The Danish Refugee Council assists refugees and displaced people around the world: we provide emergency aid to these people, we fight for their rights and we strengthen their opportunities for a better future. We work in conflict-affected areas, as well as along displacement routes, and within countries where refugees settle. In cooperation with local communities, we strive to achieve responsible and sustainable solutions. We work for the successful integration of vulnerable communities and, where possible, the fulfillment of their wish to return home.

The Danish Refugee Council (hereafter: DRC, for Danish Refugee Council ) was founded in Denmark in 1956 and has since grown into an international humanitarian organization with over 7,000 staff and 8,000 volunteers. Headquartered in Copenhagen, and present in 40 countries, DRC is a non-governmental, non-profit, politically neutral, independent and non-sectarian aid organization.

Our vision is a life with dignity for all displaced people around the world. All our efforts are based on our moral compass: humanity, respect, independence, neutrality, participation, honesty and transparency.

1. Background

Present since 2007, DRC is one of the largest international NGOs in the Central African Republic, and operates in five prefectures (Bangui, Lim-Pendé, Ouham, Ouham-Pendé, Ouham-Fafa). DRC has a country office in Bangui and two operational bases in the North West of the country in Batangafo and Paoua. The programmatic strategy is centered around the following four sectors: Protection, economic recovery, emergency response to immediate needs linked to the displacement of populations and WASH.**

2. Purpose

The Support Functions Manager (North-West) is in charge of Support services in the North-West zone of the country. In close collaboration with the country managers of the Support services based in Bangui and under the direct supervision of the area manager (North-West), the Support functions manager (North-West) ensures the proper functioning of the administration , Finance, Human Resources and Supply Chain in the four North-West prefectures (Lim-Pendé, Ouham, Ouham-Fafa and Ouham-Pendé), to meet the needs of the mission in accordance with the DRC operations manual.

3. Tasks and responsibilities

Financial management, budget monitoring and accounting

· Organize and lead monthly budget analysis and monitoring meetings with project managers implemented in the North-West under the supervision of the Area Manager and make reconciliations between budget consumption, the evolution of activities and propose solutions if necessary.

· Ensure monitoring and compliance with budget lines allocated to logistics and administration.

· Participate and/or take the lead in developing budgets when reacting to new project proposals.

· Ensure the update of the table of assignment of the various bases of the North-West zone.

· Control area operating costs.

· Manage the zone’s cash, supervise the bookkeeping, control the accounting files and the monthly accounting closing.

· Carry out the internal Finance control of the area and ensure that the recommendations are implemented.

· Develop cash flow forecasts in time with other departments.

· Follow up on advances in the field, ensure their closure and guarantee the compliance of supporting documents.

· Ensure the upgrade of the area on Dynamics and participate in the drafting of financial reports for the various projects in the area.

HR & administrative management

· In liaison with the HR/Admin country manager in Bangui, manage recruitment by guaranteeing transparency, fairness and ensuring the integration of new staff, and their administrative briefing.

· Supervise the creation, monitoring, archiving and securing of personnel files.

Ensure the follow-up of contracts, leave, trial periods, evaluations of employees in the area and ensure that all documentation vis-à-vis the labor inspection is up to date (register of staff, covered contracts, etc.).

· Centralize the training requests expressed by the teams and set up a training plan.

· Participate in the investigation and decision-making of disciplinary measures.

· Supervise the collection of elements allowing the preparation of the payroll, ensure its proper conduct and participate in the process of verifying the preparation of the payroll.

· Calculate taxes and duties and supervise declarations and payments to the organizations concerned.

· Participate in the management and resolution of conflicts.

Supply Chain Management: Purchasing, Procurement, Fleet Management, Assets and Telecommunications

· Carry out the Purchasing environment analysis at the level of the intervention area.

· Coordinate and actively participate in the development and monitoring and updating of purchasing plans and purchasing timelines.

· Supervise purchasing procedures by ensuring compliance with validation rules and procedures for all projects in the area.

· Supervise the updating of price lists and supplier files.

· Enforce the DRC’s purchasing procedures and those of donors financing programs in the area.

· Receive, check and process purchase requests and purchase orders in compliance with the requirements and deadlines and ensure the updating and weekly sharing of TSAs.

· Select suppliers, negotiate deadlines and terms of delivery.

· Ensure that purchasing files are complete, that suppliers are paid according to contractual clauses/deadlines.

· Ensure the follow-up of the purchases and inform the requesters of the progress of the processing of their orders.

· Archive all documentation relating to purchasing procedures in compliance with DRC procedures.

· Develop the various monthly reports (consumption, stock, etc.).

· Supervise the planning and execution of maintenance and repair operations for vehicles and generators in the area.

· Establish the schedule of vehicle and team movements.

· Update real-time fleet status.

· Permanently ensure the inventory of equipment and regular maintenance of the means of telecommunication and train the teams in their use.

· Ensure good storage conditions for the equipment and monitor expiry dates.

Ensure compliance with procedures for stock entries, exits and returns, supervise the monthly physical inventory of stocks by ensuring the accuracy of the warehouse inventory (list and value of stock on hand) and guarantee the correct maintenance of storage documentation.

· Ensure proper application of ERP supply chain processes.

· Ensure compliance, assess compliance and implementation of the operations manual in all field offices in the area of ​​intervention.

· Provide advice on the disposal of unused or disused assets, with prior approval from the donor/DRC Country Director.

· Organize procurement trainings for non-logistics staff and refresher trainings for procurement staff.

· Schedule and conduct regular logistics trainings with Program staff to ensure agreed and consistent systems are in place.

· Carry out the internal logistics control of the area and ensure that the recommendations are implemented.

Team management

· Define administrative and logistical staffing needs.

· Train, support and evaluate the administrative and logistics team in the area.

· Plan and supervise the activity of the administrative and logistics team.

· Organize regular formal meetings with the members of his team.

· Ensure the well-being of employees and their working conditions throughout the area.

· Permanently ensure the general training of the employees under his responsibility and carry out a regular control of knowledge.

Accountability and reporting – Capitalization

· In close collaboration with the area manager, establish and maintain relations with the administrative and local authorities in the area, monitor the regulations in force in coordination with the country managers of the Support services in Bangui.

· Supervise the regular sending of administrative archives to the country office.

· Ensure administrative, financial and logistical reporting according to internal or external deadlines.

· Consolidate the logistics and administrative pack on a monthly basis and forward it to the coordination.

· Facilitate and/or organize audit missions in the area.

· Provide the elements necessary for the drafting of reports and archive the purchase files of closed programs in accordance with the DRC policy.

· Ensures the updating of the various logistical tools (fuel consumption, stocks, equipment, etc.) and finance (cash count, cash-flow, cash count, etc.), according to the periodicities, for submission to validation.

Representation and coordination

· Participate in meetings relating to the administrative and logistical aspects of the area of ​​intervention with the other actors.

· Participate in meetings of the coordination of humanitarian and security activities in the intervention area at the request of his/her area manager.

· Other tasks agreed with the Area Manager (North West).

4. Qualifications required

Experience and technical skills

· At least five (5) years of professional experience in a position combining logistics and financial management within an international NGO.

· Knowledge of supply chain management and procurement processes.

· Knowledge of budget cycle and monitoring processes.

· Knowledge of Code of Conduct principles and HR performance management systems.

· Knowledge of key donor policy and compliance procedures.

· Able to work in unstable areas with security challenges, adhering to strict security guidelines.

· Excellent command of the Microsoft Office Pack with a particular attraction for the Excel tool.

· Mastery of Homer software is an asset.

· Excellent interpersonal skills and demonstrated ability to work under pressure and in stressful conditions.

· Previous experience and knowledge of the local context in Central Africa, in general, and the Central African Republic, in particular, is an asset.

· Prior experience with the DRC and/or on projects funded by the European Union, SDC, USAID and/or DANIDA is an asset.

Training

· Academic level equivalent to a University Master’s degree in the field of economics, business administration, logistics or one of the fields suitable for this position.

· Diplomas or professional qualifications in one of the main areas of the position is an asset.

· Valid driver’s license for light vehicles.

Languages

· French: current level of French (perfect command of the French language, both written and spoken, is essential).

· English: good level of English required.

5. Skills and qualities required

In this position, you will be required to demonstrate the five essential skills of the DRC, namely:

o Striving for excellence : you focus on achieving results while ensuring an efficient process. You strive to produce accurate, thorough and professional work with the best use of time and effort.

o Collaborate: you cooperate with and involve relevant parties, actively seeking their opinion and sharing key information with them. You support and trust others, while encouraging feedback.

o Take the reins : You take responsibility and prioritize your work according to DRC’s overall vision and goals. You take the initiative in the face of a challenge or an opportunity and you seek innovative solutions.

o Communicate : You write and speak effectively and honestly while adapting your style and tone to the situation. You actively listen to others and involve them in dialogue.

o Demonstrate Integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to DRC’s Values ​​and Code of Conduct, including protection from sexual exploitation, abuse and harassment.

· Very good planning and organizational skills.

· Proven communication skills (good listening skills, positive, supportive, clear, constructive and accessible) both written and verbal.

· Ability to work in a multicultural and cosmopolitan environment with a very good ability to adapt to change.

· Willingness to work the necessary hours to meet deadlines and ability to work under pressure.

· Desire to work in a collaborative and proactive team environment, while being able to work independently.

· Proven ability to work effectively with minimal supervision, prioritize tasks and meet deadlines.

· Stable and robust character.

· Team player with a good sense of humor.

· Sense of exemplary ethics.