Support Services Specialist

Job Description

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

Overall purpose of the role

Support Service Specialist role is to provide technical support with capacity building for support team in the Ramallah office of DRC oPt and work closely work with the Support Services Coordinator/Manager and the Country Finance/HR/SC Specialist to facilitate the development of area level highly effective, strategic support functions that ensures DRC area operation is fully compliance with process and procedures.

Duties and Responsibilities

Finance:

• Responsible for share costs allocations as the budget holder for all support service lines, including monitoring and forecasting.
• Work with the Support Services Coordinator/Manager to update the monitoring of the monthly budget (BFU) with transactions, forecasts, and base commitments.
• Ensure program teams understand financial compliance requirements in collaboration with finance.
• Ensure timely completion of monthly finance tasks (payroll, EoS/gratuity, cash forecasts, monthly closures, etc.) in line with operations.
• Hold monthly meetings with the program manager and support services coordinator/manager to update budget monitoring, provide analysis, recommendations, and reports.
• Oversee the submission of all accounting records/documents to the area office according to set timelines.
• Perform financial analysis and generate reports as required by the support department.
• Support audit preparation by ensuring all financial documentation is complete and readily available.
• Identify and recommend process improvements for budgeting, forecasting, and financial reporting.
• Provide financial insights to management for informed decision-making and budget adjustments.
• Attend monthly BFU meetings with the CO and budget holder to review the status of each project, focusing on financial performance, budget adherence, and necessary adjustments.

Human Resources:

• In coordination with the SSM, responsible for overall HR functions including recruitment (support and Program teams), development, performance, contracts, welfare and people planning etc.
• Support and oversight the HR team fulfils daily tasks, such as recruitment, contract renewal/ amendments, timesheet submission, leave tracking and other HR tasks.
• Provide direct support to the HR department to carry out the hiring, contract closures, giving monthly feedback on contract renewals according to financial coverage.
• Provide support to basic administrative reports of the base.
• Responsible for training the base team to understand the processes and policies of the support department.

Supply Chain and Fleet support:

• Support and oversight of the Supply Chain and Fleet for the effective implementation of logistics/procurement systems and functions within geographical area of responsibility.
• Supervise and provide support to the activities of the supply chain ensuring that the procurement process is complied with according to DRC and donor regulations.
• Track the activities of the supply chain on a weekly basis and ensure that the supply chain updates the procurement tracking to keep the team informed of the requests made.
• SS Specialist is responsible for reviewing the supporting documentation for all procurement processes before managing payments to suppliers.
• Ensure that the reporting tools such as inventory control, vehicle and maintenance logs, service contract reports are updated and inform the supply chain and related people of their expiration in a timely manner.

Administration support:

• Support Admin responsible staff for managing office and center’s lease agreement management.
• Oversee the proper allocation and availability of appropriate working space for all staff.
• Support Admin staff on maintaining generator to have uninterrupted electricity backup for office.
• Oversee the team to ensure follow-up on routine tasks are carried out (guesthouse supplies, internet service, phone credit purchase, utility bill payments, rental, and lease agreements)

Transversal responsibilities:

• Key responsible for the supervision, organization of the management of activities of the support team.
• Ability to carry out successful meetings and support the SSM/C in the various activities of the base support area.
• In conjunction with the Project/Program Manager, the SS Specialist ensures that the communication of information related to specific support issues is communicated in a timely manner to the rest of the team.
• Maintaining positive and respectful communication with the rest of the staff, provides support and follow-up to the supply assistant staff and the base driver.
• Guarantee compliance within all support functions and provide follow-up on compliance with the general processes and policies of DRC Gaza Office.
• Maintain regular meetings with the Support Services Coordinator/Manager to follow up on the activities related to the position, and report immediately in the event of an emergency situation that requires the due approvals of the ASMT team (Area Senior Management Team).
• Undertake any other duties that may be assigned by the Line Manager.

Experience and technical competencies:

• Minimum 3 years of relevant work experience in overall support function. Strong in financial/accounting preferred.
• Advanced proficiency in Excel and financial IT systems
• Good management of policies related to Finance, HR and Supply.
• Initiative and ability to resolve conflicts is essential.
• Proven ability to plan long-term, organize priorities and work under programmatic pressures with detail orientation and professional grace
• Highly collaborative and able to establish positive working relationships with senior level management and all other stakeholders to maximize cooperation and productivity
• Proven ability to manage large and varied workloads, and deal constructively with stress and periods with long hours
• Experience in working in NGOs

Languages

• Advanced in written and spoken English
• Arabic

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

Education:

• University degree in finance and accounting and with relevant or equivalent professional qualification

We offer

Contract length: until May 31, 2025 with possibility of extension depending on funding availability

Position Band: This position will be placed at Non-Management band (G)

Start date: December 2024

Duty station: Ramallah

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