Support Services Manager (pending Budget Approval)

DRC has been responding to various humanitarian crises in Lebanon since 2004, working with Palestinian, Iraqi and Syrian refugees. DRC received registration from the Ministry of Interior in 2011, and since then has focused primarily on responding to the Syrian refugee crisis in Lebanon and the resulting impact on Lebanese host community. DRC Lebanon’s focus is to ensure that we are able to respond to critical emerging humanitarian needs whilst improve the living conditions of displacement-affected populations and contribute to the achievement of durable solutions.   With an annual portfolio of $12million, and with approximately 200+ staff,  DRC is focusing its response in protection and economic recovery (Ec-Rec) sector in Bekka, North Lebanon and Beirut. DRC is also contributing to the evidence base and coordination structures in country through our Evidence Generation and referral information management (RIMs) teams 

About the job 

The role has overall leadership responsibility for DRC’s operational management for DRC Lebanon Office Tripoli and its field base (Akkar), with oversight on Finance, Administration, HR, IT, and Logistics and Procurement. Your main duties and responsibilities will be:  

Planning and strategy: 

• Lead annual planning for support services and ensure key performance indicators are met  
• Ensure project planning includes relevant support service requirements (such as lead times and appropriate budgets) 
• Ensure resource mobilization is realistic and fit for purpose to meet programme needs 
• Ensure that the North and Akkar Support teams retains and continually develops its operational capacity to provide rapid emergency response  
• Lead on compliance self-check, risk register, facilitation of internal and external audits, and relevant results contract for North Lebanon 
• As required, support the scale-up and scale-down of Base and Area Office operations 
• Closely liaise with the leads of support functions in Country Office as required. 

Team Management: 

• Ensure support functions are sufficiently staffed to meet program delivery needs 
• Provide regular constructive feedback to direct reports, following DRC’s Performance management procedures, and support direct reports in performance management of their team members 
• Assess training and development needs for support and program teams across the Area Office and develop a capacity building plan for implementation.  
• Lead on building high performing area support teams with a focus on improving operational efficiencies while ensuring compliance with DRC Global, Country Level, and donor regulations 

HR & Admin: 

• Ensure monthly reports and key performance indicators are met by the department 
• Support the HR team in delivering on key functions such as recruitment, trainings, contract management, facilitation of performance reviews, staff inductions, payroll preparation, personal income tax calculations, etc.  
• Support the admin team to ensure follow up on key functions such as management of premises (office and guesthouse), visa applications, local-level registrations, utility services and bills, rental and lease agreements etc 

Supply Chain: 

• Monitor department KPIs and monthly reports; support the Supply Chain manager in improving KPIs and team efficiency. 
• Work with the Country Office Supply Chain team to ensure each of the sub departments (procurement, fleet, assets, warehouse and IT) is able to support operational needs in a timely manner. 
• In coordination with Country Office, oversee the International Procurements conducted from Area to ensure compliance with internal procedures, donor regulations, and on-time delivery of tenders. 

Finance: 

• Primary budget holder for all support service budget lines in the Area 
• Responsible for budget monitoring, expense forecasting, and proposal budgeting for support costs 
• Work with Country Office Finance Team on capacity building of programme and support teams as relevant on financial compliance 
• Support completion of key financial tasks, such as payroll, social security payments, cashbooks and cash forecasts, etc. 
• Ensure an efficient and low risk liquidity management in the operation in accordance with DRC rules and regulations 
• Other: 
• Support with relevant organizational capacity strengthening for national partners working with DRC 
• Support the roll-out of DRC Dynamics (Enterprise Resource Planning System) including being a heavy user, training relevant teams in the Area Office, and leading on transition and data migration 
• Facilitate the implementation of the Age, Gender and Diversity Strategy within Support Services Team 
• Conduct duties in accordance with DRC Code of Conduct & ensure compliance with the Sexual Exploitation & Abuse policy   

About you 

To be successful in this role we expect you to have a Master's degree in humanitarian relevant field or comparable 5 years’ experience. Moreover, we also expect the following:  

Required 

• This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment: 
• 5 years relevant humanitarian management experience 
• At least 3 years of experience in people management
• Demonstrated experience in team management 
• Knowledge of project cycle management 
• Knowledge of key donor policy and compliance procedures 
• Organizational and planning skills 
• Strategic outlook and ability to anticipate problems 
• Knowledge of supply chain management and procurement processes 
• Knowledge of budget cycle and monitoring processes 
• Knowledge of code of conduct principles and the HR systems for performance management  
• Solution-oriented approach to dealing with a fast changing and challenging work environment 

Preferred qualifications 

• Formal training and qualification in Supply Chain, HR or Finance is desirable but not mandatory. 

In this position, you are expected to demonstrate DRC’ five core competencies:   

• Striving for excellence: You focus on reaching results while ensuring an efficient process.   
• Collaborating: You involve relevant parties and encourage feedback.   
• Taking the lead: You take ownership and initiative while aiming for innovation.   
• Communicating: You listen and speak 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: Until the end of December 2022 
• Band/Level: F2 
• Duty Station: North 
• Start date: March 2022 
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to drc.ngo under Vacancies. For questions regarding the vacancy please contact sama.kanaan@drc.ngo