Support Services Team Leader

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations. 

DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context. 

DRC is currently looking for a Support Services Team Leader in Sloviansk city.

About the job:

The Support Services Team Leader will be responsible for ensuring full compliance with DRC’s operations handbook, overseeing, and managing the finance, supply chain, administration, IT and HR departments.

Main duties and responsibilities:

Finance (30%)

• Ensure that thorough and effective budgetary control is in place and ensure accountability and donor compliance in all financial documentation.
• Secondary budget holder for all support service lines.
• Responsible for budget monitoring and forecasting for support service budgets.
• Work with managers to budget monitor all grants.
• Work with finance to ensure program teams clearly understand compliance requirements.
• Responsible for maintenance of area Master budget and ensure that resource mobilization is realistic and meets the needs of support functions, by using the operations budget to input to donor proposals.
• Ensure regular update and maintenance of cost allocation mapping for operational budget.
• Responsible for training and provision of support to program staff in understanding financial obligations and minimum requirements in collaboration with the Country Office.
• With the support of the BM/ SSM, monitor the budgets for all grants monthly.
• Lead and support on Base BFUs to identify all issues on budget lines.
• Regularly monitor base BFU of projects and inform base manager for any issues identified.

Human Resource (25%)

• Assist Base Manager in developing, establishing, maintaining, archiving, and auditing HR and administrative systems.
• Ensure personnel files are complete and updated while ensuring adherence to highest levels of confidentiality.
• Monitor and ensure successful completion of staff performance management on DRC Dynamics
• Lead all national recruitment process in the base, ensure compliance with DRC recruitment procedures.
• Plan, conduct and follow up onboarding/induction of new staff – including Dynamics onboarding and off boarding functions and tasks.
• Ensure implementation of DRC HR policies and procedures, including frequent training to staff on HR policies, raising key issues and trends.
• Update national staff insurance lists and report on accidents to the Insurance Company on regular basis.
• Lead exit process and monitor clearance by exiting staff in coordination with other support and program departments.
• Manage leave and absence plans on Dynamics.
• Ensure HR reports are completed and submitted in timely manner as per HR reporting schedules
• Under the direction of the Base Manager and working with the Area HR & Admin team, study new government legislation and make recommendations for updating policies in order that they comply with UKR Laws.
• Ensure all staff have updated job descriptions when issuing new contracts and when changed position(s)
• Provide professional guidance & support to staff, and advocate for staff so as to ensure that their rights as employees are realized.
• Ensure technical reviews of HR & Admin documentations before final approval.
• Prepare and schedule base level induction for expatriate staff.

Administration and IT (10%)

• Be the focal point for key administrative tasks.
• Oversee and ensure that the follow up on routine tasks are carried out (Office, guesthouse supplies, phone credit purchase, utilities bill payments, rental and lease agreements).
• Coordinates the daily activities of the supply chain team and ensure an adequate coordination of drivers & movements.
• Ensure that all relevant logistics/administrative documents are filed and archived properly.
• Appropriate guidance and support extended to IT unit and IT related requirements are fulfilled at all DRC’s premises.
• Ensure to have well maintained working and living spaces.
• Oversee office functionality ensuring proper and timely maintenance.
• Create and maintain a robust filing system, including the archiving of key documents.
• Process all necessary agreements, permits and licenses necessary for DRC's operations in the base in timely manner.
• Ensures distribution of base office staff lists monthly to Base Manager and HR & Admin Team Leader.
• Conduct and maintain casual roster list at base level on monthly basis.
• Supervise and provide technical support to the HR & Admin team in the base office.
• Ensure compliance with DRC & donor procedures and that cost effective processes are employed at all times.
• Ensures completion and submission of necessary Admin reports in timely manner and as per HR Reporting schedules.
• Participate in areas monthly and ad hoc meetings such as area Team Meeting, Base/Area BFU meetings, Project Kick off, base Quarterly and closure meeting etc.
• Ensure all Administration budgets are utilized effectively and before grant closure. Follow up on under/overspending.

Supply Chain Support (30%)

• Lead and manage the supply chain team (procurement, warehouse & inventory, fleet and asset) including people planning, performance, well-being and development.
• Oversee those processes of RFQs, bid evaluations, contracts management, asset management, procurement coordination, fleet management, inventory, and warehouse management. 
• Guide & support program team in development of Procurement Plans (Expense Forecast) and ensure its implementations. 
• Fully participate in managing of Supply Chain exercise in the base office and ensure that Sloviansk office meet the deadline as per the procurement timeline.
• With support of Base Manager (BM) Ensure segregation of duties of SC staff is understood, implemented and respected.
• Ensure procurement procedures are followed, and procurement is initiated and completed in timely and efficient manner.
• Ensure compliance with the DRC procurement policies at the area level.
• Procurement plans are devised, implemented and updated on regular basis
• Advise fleet focal point and be decision maker for fleet movement and/or cancellations
• Have close relationship with the Country Supply Chain Manager to ensure each of the sub departments (procurement, fleet, assets, IT) have targets and are meeting them, in line with Operation Handbook procedure.
• Assist in the design and planning of storage solutions at field locations, including warehouses/ guesthouses.
• Warehouse management, including reporting and alert mechanism to program staff.
• Oversee the tracking and recording of all DRC assets and inventory according to DRC policy and guidelines.
• Maintaining and managing the assets list.

Compliance (5%)

• Monitoring Finance, HR, Admin and S&C functions in terms of legal compliance, suggesting corrective actions whenever necessary.
• Assist Risk and Compliance Coordinator to conduct compliance reviews/audits on periodic basis in field offices.
• Ensure relevant DRC Internal operating compliances and donor compliances relating to Finance, HR, Supply Chain, Admin, and ICT
• Coordinate with Area Manager for various support services functions, internal reporting requirements and other coordination mechanism
• Assist Risk and Compliance Coordinator to conduct compliance reviews/audits on periodic basis
• Oversee area audits and support audit process.

DRC Dynamics

• Heavy User role in DRC Dynamics (ERP System) – HR module and deliver tasks as per the defined DYN roles and responsibilities.
• Provide support to base HR Users at base offices to ensure successful cascading and implementation of DRC Dynamics.
• Responsible for area DYN master data done on monthly basis and perform administrative tasks on DRC Dynamics (including pending workflows, employee employment and benefit changes)
• Seek technical support and guidance from area HR & Admin Team Leader when required

About you 

To be successful in this role we expect you to have minimum 5 years of relevant work experience at a similar level, at least 3 year of management experience.

We also expect the following:

• Experience in management of operations, including Finance, Supply Chain, HR and administrative, IT, teams with a strength of Finance and HR.
• Good knowledge of procurement procedures of International NGO
• Knowledge of English - C1 level
• High level of Ukrainian knowledge proficiency

Required education:

• University Degree in Finance, HR or Business is essential.

In this position, you are expected to demonstrate DRC’ five 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. 

We offer:

• Contract length: Fixed-term employment contract for the period of absence of the main employee, with a probationary period of 3 months. 
• Level: G, management
• Duty Station: Sloviansk
• Start date:  as soon as possible

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff.

Application process:
All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. 

Applications sent by email will not be considered. 

Closing date for applications: 17 October

Candidates are encouraged to apply as soon as possible. Recruitment will be conducted on a rolling basis, and a final candidate may be selected before the advertisement closes.