Support services manager needed. Source Danish Refugee Council

Position title : Support Services Manager

Supervised by: Project Manager

Respondent to: Head of Support Services

Duty Station: Kousseri / Far North Cameroon (partner office)

Area of ​​Operation: Cameroon

Period considered: 12 months renewable (subject to funding)

Type of contract: National contract (exclusively reserved for Cameroonian nationals)

Salary & Benefits: Non-Management H, Level 1

Introduction

The Danish Refugee Council (DRC) helps 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 (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

Under the leadership of the regional office in Dakar and closely linked to interventions in neighboring Central African Republic (CAR), DRC began operations in Cameroon in 2018 responding to the humanitarian needs of CAR refugees and vulnerable Cameroonians in the Central African Republic (CAR) region. ‘Adamaoua. The Roving Emergency Team (EMPACT) also established the presence of the DRC program in the South West region at the end of 2018 to respond to the needs of people forcibly displaced in the context of the Anglophone crisis, by starting humanitarian activities in January 2019. In 2023, DRC operates in the East region with a regional office in Meiganga in the Adamaoua region, in the South West region with a regional office in Buea,

In 2023, DRC will initiate a new consortium project thanks to funding from Cendre de Crise et de soutien (CDCS). DRC will operate in partnership with a national organization (ASOL) with which it will share offices. The initiative aims to strengthen local capacities to prevent and manage conflicts, ease inter-community rivalries and improve the protection of human rights. The project encompasses a protection component to support survivors of rights violations, as well as an economic dimension aimed at creating new opportunities for young people. It also involves building community resilience by rehabilitating water points and establishing management committees for collaborative resource management. The project thus seeks to resolve the tensions related to access to land and water through community governance and the financing of micro-projects. The Kousseri office is therefore looking for a Program Manager to coordinate the implementation of this program, and ensure the management of the Kousseri office under the direction of the Country Director.

2. General purpose of the position

The Support Services Manager is responsible for supervising Finance, Logistics and HR/Administration activities. He/she is thus responsible for the qualitative management of accounting, finance, logistics and HR/Administration for the Logone and Birni area office in the Far North of Cameroon. He/she ensures that all transactional activities at the support service level comply with DRC regulations, donor requirements, and the national legal framework.

And finally, he/she guarantees an appropriate IT system in accordance with the IT policy at DRC, with data backup and means of protection against malware.

3. Responsibilities

Ensure that procedures in the Kousseri base comply with DRC regulations, donor guidelines and the national legal framework

• Train new employees in the organization’s accounting, financial, logistics and admin/HR rules;
• Apply the new accounting and financial rules and procedures shared by the HoSS (head of support services);
• Ensure compliance of accounting, financial, logistics and admin/HR documentation with DRC regulations and donor guidelines;

Accounting and cash management

• Ensure that all transactions are correctly recorded in the accounting system (Dynamics) and strictly respect the deadlines set for the accounting close (weekly, monthly and yearly).
• Be responsible for the quality of the accounting closure (banks, cash desks and ODs) and compliance with deadlines for the Kousseri office;
• Be responsible for weekly and monthly reconciliations of cash and bank accounts (carry out regular random checks);
• Ensure the quality of the archiving of accounting and financial documents;
• Prepare the bi-weekly cash request to be submitted to the Yaoundé office (to the Finance Manager);
• Ensure that the Kousseri zone office has the necessary cash to guarantee the implementation of activities;
• Ensure that the cash and bank management policy is correctly applied, and that the delegation of signatories (DRC bank accounts) is systematically updated;
• Ensure that DRC suppliers are paid within a reasonable time.

Administrative management

• In coordination with Yaoundé logistics, manage rental contracts for the Kousseri area;
• Supervise the arrival of visitors (regional office, coordination office) with the administrative staff in Yaoundé.

Financial management

• Participate in the development of the annual budget for the offices of the Kousseri zone;
• Train budget managers (initial training + refresher course) on their role and responsibility in terms of financial management (validation of DAs, validation of payment requests, monitoring and filling of the BFU, budget development for calls for proposals, preparation budget amendments, etc.);
• Ensure that all expenditures comply with DRC regulations, donor requirements, as well as the national legal framework.
• Organize a monthly budget monitoring meeting (BFU) with the project manager and the Yaoundé coordination to review the financial allocations of previous expenses and to adjust the estimated expenses;
• Participate in the development of the budget for the proposal of new donors;
• Participate in the preparation of financial reports in compliance with donor requirements (interim and final financial reports);
• Ensure that the documentation and explanations requested by the auditors are provided in an appropriate and timely manner for all related expenses of the Kousseri zone;
• Communicate to the Project Manager and HoSS any financial information that may impact the program.

Partner management

• Ensure that DRC partners are trained (initial training and refresher training) in order to effectively implement DRC guidelines and donor requirements;
• Check partners’ financial reports and ensure that all supporting documents comply with DRC regulations and donor requirements;
• Carry out a random check of partner expenditure (internal control).

Human Resource Management

• Supervise the recruitment process of the Kousseri office and ensure the principle of transparency and competitiveness in the process while respecting deadlines;
• Oversee monthly payroll preparation and ensure DRC HR procedures are applied (report any discrepancies to Area Manager and HoSS);
• Ensure, in conjunction with the supervisor initiating the recruitment, that all new employees have a training schedule to facilitate their taking up the position;
• Set up a plan for monitoring staff leave in the area;
• Participate in meetings with the CNPS and the Tax Center in collaboration with the HoSS and the HR department of the Yaoundé office;
• Supervise visits and/or audits of the CNPS and the Tax Center;
• At the request of the area manager, meet the Departmental Labor Delegate in the context of disciplinary procedures;
• Ensure proper management of base personnel files (maintenance of HR files, monitoring of staff performance with supervisors, monitoring of contracts, monitoring of staff leave and monitoring of staff insurance);
• Ensure that the code of conduct and other DRC procedures and regulations are known by all base employees.

Management of the logistics department of DRC

• Ensure that DRC logistics procedures (procurement, material management, vehicle tracking, inventory management, travel management, etc.) are in place in Kousseri, and are properly implemented;
• Ensure sufficient and reliable means of communication within the area;
• Ensure that all logistics procedures comply with DRC code of conduct and donor regulations;
• Share with the Supply Chain Manager (SCM), on a monthly basis, supply tracking, fleet management tracking, asset/equipment tracking, etc.) and provide an explanation for any discrepancies;
• Train DRC staff and partners on logistics procedures;
• Supervise the archiving of paper documents and on SharePoint for the logistics department;
• Ensure appropriate management of goods and stocks at the area level;
• Report any non-compliance with DRC logistics procedures to the Area Manager and SCM.
• Facilitate interdepartmental communication and information sharing to create a positive work environment.
• Ensure the implementation of DRC coordination mechanisms at the area level.

Procurement management

• Ensure that a procurement plan is developed for ongoing and new projects and ensure that the procurement plan is regularly updated;
• Ensure that purchases are made on time in accordance with the rules of the organization and donors;
• Supervise the receipt of goods and the delivery of materials to requesters;
• Ensure that all supply tracking is consistently up to date;
• Ensure Kousseri purchasing records are complete and documents are signed and/or approved by appropriate personnel;
• Ensure that there is a segregation of duties and that there is no conflict of interest in the purchasing process.
• Anticipate and prepare waiver requests in accordance with DRC procedures;
• Ensure that Dynamics Supply Chain Modules is up to date for PR, PO, …

Equipment management (IT, vehicles, generators, etc.)

• Ensure asset/equipment tracking and fleet management tracking is accurate and regularly updated;
• Ensure that the use of DRC vehicles complies with DRC procedures;
• Oversee the management of the vehicle fleet and ensure that a travel plan is produced on a weekly basis and shared with DRC staff;
• In coordination with the project manager and the SCM, supervise or carry out inventories of physical assets and ensure compliance with DRC requirements;
• Ensure assets are recorded in asset tracking and tagged;
• In coordination with the SCM, ensure that transfers/disposals of fixed assets are justified by the appropriate documents;
• Forecast investment needs for the following year.

The Support Services Officer (Finance, HR/Administration, Logistics) is expected to perform any other task required by the Area Manager and the HoSS and corresponding to his/her position.

4. Qualifications required

Experience and technical skills (include years of experience):

• At least four years of experience in a financial department (preferably in an international NGO) including 1 year in a management position;
• Proven experience in logistics and/or HR Administration with a minimum of 2 years of experience;
• Good communication and excellent interpersonal skills;
• An attitude oriented towards problem solving and the search for solutions;
• Ability to work under minimal supervision and achieve set goals within set deadlines;
• Ability to work under pressure and irregular working hours.

Education (include certificates, licenses, etc.):

• Bachelor’s degree in business management, economics, finance, administration or similar
• Excellent command of Excel
• Mastery of Word and Outlook
• Desired experience of an Enterprise Resource Planning (ERP)

Languages ​​(indicate level of proficiency):

• English (written and spoken): intermediate level or above
• French (written and spoken): Excellent

Main stakeholders: (internal and external)

• DRC staff and partners
• Auditors
• Service providers

5. General regulations

• Employee must follow DRC’s security, confidentiality and ethical guidelines, including Code of Conduct and Humanitarian Accountability Framework
• The employee must not engage in any other remunerated activity during the term of the DRC contract without prior authorization
• The employee must not engage in any activity that could harm DRC or the implementation of any project during the term of the DRC contract
• Employee shall not give media interviews or post photos related to DRC programs or share other material without receiving prior permission
• The employee must return all equipment loaned by DRC to perform the work after the end of the contract period or upon request by DRC.

6. Skills and qualities required

• In this position, you must demonstrate the five essential skills of the DRC, namely:
  • 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.
  • 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.
  • 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.
  • 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.
  • 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 .
• Ability to work in a multicultural and cosmopolitan environment
• Proactivity, with a cooperative and collaborative approach
• Excellent communication skills (including attentiveness and patience) are required
• Good organizational skills are required
• Exemplary sense of ethics
• Ability to work in a team and good sense of humor

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