Support Services Coordinator for the Disaster Management (DM) Sector

Main Role

The Support Services Coordinator provides sufficient support for DM in terms of Finance, Human Resources, Logistics and Systems Administration activities in order to ensure a smooth process of DM activities in accordance to set procedures and quality standards. He/she coordinates with relevant LRC HQ functions to ensure alignment in support services activities

Essential Responsibilities and Duties

Strategic Roles and Responsibilities

1. Design, develop and ensure proper implementation of DM Support Services strategy in alignment with LRC’s overall strategy
2. Develop and update the annual Support Services budget and ensure proper communication and coordination with the Finance Department at LRC HQ
3. Provide periodical high level reports to the DM Director regarding overall effectiveness and efficiency of the DM Support Services and related potential issues
4. Contribute to the DM Council through ensuring alignment of the DM Direction with the set DM strategy, coordinating national actions and strategies, identifying opportunities for improvement as well as implementing and monitoring the implementation of decisions made by the council

Operational Roles and Responsibilities

5. Develop, maintain and follow up on budgets, expenses and related reports of the DM function
6. Plan, forecast and identify potential gaps in the funding of the DM budget
7. Ensure a smooth coordination with Project Managers concerning budgets and financial matters
8. Manage the implementation of the procurement cycle, including the management of ongoing contractual relationships and ensuring supplier of products/services meet contractual agreements and required performance standards   
9. Supervise warehouse operations and oversee the efficient maintenance of stock quality, movements and levels
10. Lead and implement DM materials management activities through maintaining appropriate stock reserve levels and ensuring stock quality; handle agreements to replace stocks prior to expiration date
11. Coordinate with relevant internal DM stakeholders (e.g. Assistant Director for Programs) to ensure an update procurement plan
12. Handle volunteer management activities and ensure volunteers undergo the necessary trainings/career path activities 
13. Coordinate with the DM Director and HR at LRC HQ level to assess and update DM’s organizational structure and job descriptions  
14. Coordinate, communicate and train DM centers on relevant DM procedures in coordination with the relevant technical parties
15. Supervise the implementation and use of the Fleet Management System
16. Identify and implement improvements to systems, methods and processes to optimize operational efficiencies  

17. Coordinate with relevant functions at LRC HQ level to ensure alignment in support services activities

Function Specific Experience

• Experience in operations management
• Experience in warehouse management/materials management
• Communication skills

Industry Related Experience

Experience in similar volunteer-based organizations or humanitarian organizations