Support Service Coordinator Non-profit Careers – Danish Refugee Council (DRC)
Job Title: Support Service Coordinator
Organisation: Danish Refugee Council (DRC)
Duty Station: Uganda
Reports to: Area Manager
About US:
The Danish Refugee Council (DRC) is a private, independent, humanitarian organization working on all aspects of the refugee cause in more than 36 countries throughout the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. DRC works in accordance with the UN Conventions on Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.
Job Summary: The Support Service Coordinator will assist the Area Manager in the management and direction of support functions in the Kyaka and in accordance to DRC guidelines. He/she will be offer support to DRC Kyaka office in providing technical guidance, management and oversight of finance, administration, human resources and IT. The position will also coordinate with Kyaka staff both admin and programs on support, training, guidelines and standard operating procedures as set by Danish Refugee Council (DRC). The position may require frequent travel to the field as/when required.
Key Duties and Responsibilities:
Finance and Grants
- Overall responsible for ensuring sound financial management in Kyaka office.
- Ensure the proper grants management in Kyaka
- Ensure DRC finance regulations and procedures are adhered to in all Kyaka II offices. Consequently consistently assess and identify gaps for further capacity building.
- Implement, manage and develop internal controls.
- Responsible for ensuring accurate and complete entries in the accounting system and presence of an accurate filing system and as well as accurate and complete transaction documentation.
- To ensure timely completion by the finance team of the assigned accounting tasks that are in accordance with the outlined policies and procedures.
- To assist in tracking the journal entries by reviewing the source documentation and making relevant adjustments, assisting in the preparation of audit requirements, supporting in the preparation of statistical reports and to make sure that they are standardized.
- To provide support in budget preparation and drafting of relevant documents, perform miscellaneous filing, ad hoc reconciliation, etc.
- Maintain and update the Kyaka II operational budget (master budget).
- To be present at various meetings, to address the issues, provide appropriate guidelines for improvising the businesses process, and to identify opportunities for improvement.
- Involve and support for budget developments with the programme staff.
- Support sector leads to have the budget projections before starting the implementation
- Coordinate monthly budget review meetings and document the action points.
- Responsible for all financial reporting in Kyaka II Region.
Procurement
- Ensure DRC procurement guidelines are adhered to in all Kyaka II offices.
- Actively engage and support the program teams in procurement planning to ensure timely delivery of project inputs and activities.
- Work in liaison with Country Office Kampala, identify, negotiate and implement contract & framework agreements which result in efficiencies in line with financial and forecasting requirements.
- Maintain accurate auditable records of all procurement process which result in high process compliance.
- Administer contract performance, including delivery, receipt, warranty, damages and insurance.
- Plan and engage with Project Managers to understand contract specifications and with suppliers to develop a profile of delivery capability which results in effective market engagement.
- Conduct efficient and collaborative procurements which are DRC and donor compliant (advice, tendering, evaluation award & contract management) and which result in a high value adding commercial outcome.
- Build supplier, category and market understanding through performance management, research and stakeholder briefings which result in the management of commercial issues throughout the procurement cycle.
Administration, IT and Human Resources
- Coordinates recruitment process at field level.
- Ensures that all field staff have valid contracts and informing Kampala HR Officer on any renewals to be made.
- Provides guidance on policy issues at field level in liaison with the Country HR and Admin Coordinator
- Ensures that Monday morning minutes for the region will be shared with the admin by Wednesday of every week.
- Has the overall responsible for office management. This refers to the coordination office in Kyaka II and all the sub offices in the region.
- Focal Person for Payroll at field level ensuring that monthly payroll updates are sent to the Kampala HR Officer by the 15th of every month
- Responsible for staff personnel files. The Admin and Finance Manager is to ensure that all personnel files for all the Kyaka II will be kept updated following the prescribed checklist.
- Raise staff complaints to the coordination office in Kampala
- Coordinates Medical and Workman’s insurance for field staff in liaison with Kampala HR
- Responsible for all the Field office timesheets and sends to Kampala HR by 5th of the following Month
- Coordinates performance appraisal process ensuring that all staff are appraised at the end of probation and at the end of year.
- Coordinates orientation process for all new staff at field level.
- Coordinates leave tracking and ensures that the tracker is sent to the Kampala HR Officer at the end of every month.
- Coordinates the exit and clearance process ensuring that all exiting staff have handed over DRC property and the exit forms sent to Kampala HR.
- Responsible for ensuring that airtime for field staff is loaded monthly and timely. This is done in liaison with the Kampala Admin Officer.
- Responsible for all premises leases at field level and coordinates with the Admin officer in Kampala to ensure that we always have valid leases and that payments to the lessors are done in a timely manner.
- Ensure service contracts are respected and paid for according to agreed terms of payments.
- Support the implementation of DRC Uganda IT strategies in Kyaka II region.
- Support the Admin Assistant in the Guest House management.
- Ensure adherence to DRC procurement and logistics guidelines.
Coordination
- Ensure Kyaka II offices are compliant to DRC operational handbook.
- Provides guidance on policy issues at field level in liaison with the Country Office.
- Provide overall oversight of the support departments by analyzing and ensuring they are working together to deliver services on timely manner.
- Responsible for the rolling out of existing and new support and operational tools, policies and ensures consistent application of the same in the Kyaka II Region.
- Responsible for information management & sharing in Kyaka II region especially when it relates to finance, administration, human resources, IT and procurement.
- Ensure coherent reporting is adhered to by all support departments this relates to monthly cashbook reporting, departmental area performance indicators (API) reporting due to the country office by 5th of every month and any other ad hoc report requested from time to time.
- Build capacity and provide technical supervision of support functions in Kyaka II.
- Perform any other duties as may be assigned from time to time.
Qualifications, Skills and Experience:
- The ideal candidate for the Danish Refugee Council (DRC) Support Service Coordinator job placement must hold a Master’s degree in Financial Management or Business Accounting.
- Three to five years’ experience in management of budgets exceeding 1m USD;
- Three to five years’ International NGO experience managing staff, and budgets funded by donors such as EC-ECHO, USAID, UNHCR, UNICEF, DANIDA, DFID;
- Previous experience with Non-Governmental Organization in similar/related position is a must.
- Previous working experience complex environment or refugee response is an asset;
- Excellent command of English language.
- Excellent interpersonal, communication skills with proven experience in liaising with local authorities;
- Ability to work under pressure and with tight deadlines;
- A team player and the ability to work with limited supervision;
- Flexible, pro-active, and with the ability on follow through on tasks;
How to Apply:
All suitably qualified and interested candidates should send their applications including;
- A cover letter (1 page) in which you explain why you are interested in the position and how you meet the qualities and qualifications criteria
- Concise and accurate CV (maximum 3 pages). The CV should include information about your qualification, relevant training courses, Work experience, name and contact details of 3 relevant references.
All applications should be sent to administrator@drcuganda.org clearly indicating position name in the subject line.
Deadline: 26th March 2018
: List of Current Job Vacancies / Opportunities in Uganda
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