Regional Head of Support Services

Job description

Overall purpose of the role
The Regional Head of Support Services (RHOSS) is a member of the Regional Senior Management team who assumes overall responsibility for strategic development and capacity of support functions (Finance, HR, Supply Chain, Administration, IT, as well as Grants, Risk and Compliance) in the region in line with global initiatives and in close coordination with the Regional Director. The RHOSS promotes optimal and accountable use of resources; ensures guidance, support and capacity building related to the support functions in the region; and oversees the implementation of policy and procedures to meet donor and organizational compliance at the same time continually maintain high standards of delivery, ensure risks are managed to meet programming needs and to ensure effective support to country operations. The RHOSS explores and creates synergies between Country Offices and RO related to support functions; and ensures the correct implementation of risk and compliance and Code of Conduct mechanisms in the region.
Responsibilities
Strategy leadership and policy alignment

Engage in and support the annual planning and review processes to identify both short term and long term resource needs and translate these into objectives and priorities for changing and emerging DRC context in the region
Contribute to the development of the Regional Strategic Programme Document, Country Plans and Results Contracts in accordance with the DRC Global Policies and guidelines that will ensure that regional and country staff adhere to plans and monitor results against expected outcomes and indicators.
Actively engage and potentially lead the development and implementation of new systems throughout the region, in particular leading the transition of DRC EAGL to the new Enterprise Resource Planning (ERP) system.
Liaise with relevant units in DRC HQ and COs for coordination, roll-out of global policies and guidelines and HQ support when needed, and ensure the rollout of new support systems, tools and policies is successful. Provide necessary support and feedback to HQ during global processes at planning and implementation stages.
Facilitate interaction and cooperation between R0/CO across support functions, by proactively looking for common and agreed ways of working, agreed standards and approaches including support to countries to improve procedure by proposing improvements to OH to improve in work flows.
In addition to compliance with the Operations Handbook, coordinate the contextualization and ensure adequate policy and for support areas and grants management, and at the same ensure that policies are implemented across the region.
As the Risk Management focal point, review internal controls and continually recommend improvement from compliance visits, Internal Audits, External Audits and all other compliance reviews to ensure the support growth in tandem.
Ensure set up of effective support structure is in place to address DRC/DDG needs at RO; as well as prompt advice to countries on queries raised.
Manage, coordinate and coach functional head of departments and encourage a harmonious environment for all staff in the support services

Financial Management

Coordinate financial planning support to support Regional Director, including budget monitoring & financial spending strategies
Check the integrity and robustness of financial procedures and suggest corrective actions to minimise losses; Institute system and process to ensure financial regulations, procedures and documentation requirements in finance are adhered to in all DRC country operations.
Provide the regional director with monthly/quarterly Regional Financial indicators and reports
Support Regional Finance manager in transition to Dynamics master budget processes for Regional and all COs.
Provide support and troubleshooting to CO experiencing capacity constraints due to turnover and/or transition; could involve periodic deployment.
Provide technical assistance to Country Office finance teams to improve in country financial operations, and awareness of global accounting and donor requirements.
Assist and when required guidance to the onboarding process of key Finance positions within the region.
Institute system and process to ensure financial regulations, procedures and documentation requirements in finance are adhered to in all DRC country operations.

Grants, Supply Chain, Administration and IT

Ensure transparent, timely and quality delivery of supply chain, HR, IT, SC and grant services at all levels of organisation hierarchy.
Ensure that effective support and grant policies are in place and implemented.
Ensure regular and high quality IT support to all users in EAGL office and identify appropriate solutions and recommendations
Ensure that all necessary agreements, permits and licenses necessary for DRC operations are in place/updated on national administrative rules and regulations pertaining to the activities of DRC across the region.

Compliance and risk management

Engage with country programmes to ensure that the financial management, supply chain, grants, IT and HR and administration management fulfils the highest standards of accountability in accordance with DRC’s support function guidelines.
Conduct regular controls to ensure that the necessary systems and resources are in place to minimize and investigate fraud and misconduct.
Provide technical support to the HOSS and CD’s on the Code of Conduct policy and reporting mechanism.
Provide guidance for complicated investigations, liaise with the risk and compliance department in HQ.
Focal point for follow up on the recommendations from internal audits, external audits, donor audits and other compliance reports. If necessary, the RHOSS will provide additional guidance, support and/or training to the country offices.
Ensure that all administrative and legal-related systems are accurate and maintained
Develop a risk management plan for the country that identifies the major financial and operational risks and implement a mitigation strategy

People Management

Lead and manage the Regional HR and Admin Manager, Regional SC Mgr, Regional IT Mgr, and the Regional Finance Manager (including people planning, performance, well-being and development)
Provide functional management to country-based HOSS
Participate in recruitment of HOSS in COs and contribute to their performance appraisals
Work to build the capacity of the operational support staff throughout the operation though frequent in-service training sessions and mentoring support

DRC Dynamics ERP System

Ensure ERP functionality is properly used by relevant staff
Apply reports and data analytics from DRC Dynamics to improve overall performance
Lead the development of key planning, training and adequate resource mobilization for DRC Dynamics roll-out in the ME region.
Act as heavy user for most of the Projects & Finance functionalities

Other

Support the Country/Regional Director and the Senior Management Team in liaising with donors and authorities, especially as relates to issues of compliance, registration, and audit
Ensure that DRC retains and continually develops its operational capacity to provide rapid emergency response in particular within its procurement and transport systems

About you  
In this position, you are expected to demonstrate each of 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: you act in line with our vision and values

Requirements

Post graduate degree in Business Administration, Finance or Accounting and Addition Professional qualification such as ACCA, CPA or CPS is desired.
7 years of senior management experience in INGO or other international agencies in finance, support services and/or operations management in international humanitarian set up, including demonstrated ability to set up operational management systems in a large or new programmes
At least 5 years’ experience with people management and proven leadership skills
Experience in a similar role in an international NGO with proven leadership skills
Proven operational management experience and capability, including in conflict areas
Proven significant financial, information and systems management experience
Significant experience in procurement and tender processes
Understanding and experience of institutional fundraising
Understanding of the countries in which DRC operates and sensitive to the cultural context
Experience working in an ERP system, including supply chain, finance and HR systems

Languages

Full professional proficiency in English
Proficiency in French and/or Swahili is beneficial

Conditions
Contract ending 31 December 2019, with possibility of extension, subject to funding and Performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment for national staff conditions in the respective Country. This position is under Employment band M.E
Availability: July 2019
Duty station: Position to be based in Nairobi with frequent travel within East Africa and Great Lakes Region.