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Program Support Coordinator
Based in Dadaab Refugee Camp
(National Position)
Background:
DRC is a Danish international non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world. DRC is present in more than 30 conflict territories around the world assisting displaced people with shelter, food, income generating activities, legal aid and a wide range of other protection assistance. DRC-Kenya works primarily with displaced Somalis and the Kenyan communities who host them. The programing’s main focus is livelihoods and protection during displacement and possible return.
Job Purpose:
The Program Support Coordinator (PSC) is responsible for the planning, supervision and delivery of support services in the DRC Dadaab Field office; enforcing & monitoring adherence to DRC Operational Manual guidelines and donor regulations; and ensuring productive external relations.
Duties and Responsibilities:
The PSC is the responsible for the smooth running of the Dadaab (DDB) Field Office support services department. This includes: finance, logistics, human resources, admin and IT. The PSC is responsible for:
Administration
• Formulate and implement policies to ensure proper and effective administrative systems.
• Establish administrative resources required for DDB Field office.
• Advice and support the Senior Management Team on operational issues.
• Together with HR/Admin Assistant and Procurement & Logistics Officer track and follow up budget allocation and expenditure on administration lines.
• Supervise and mentor all administrative staff within the program.
• Represent DRC in the UNHCR admin monthly meetings.
• Ensure maintenance of a secure, reliable and appropriate use of information technology resources in DDB Field office.
• Supervise and monitor performance of IT officer.
• Monitor office and accommodation supply usage.
• Assess regularly admin sector filing system for efficiency and ease of retrieval
• Ensure compliance with DRC HR policies, strategies and regulations.
• Liaise with the HR Officer to develop a comprehensive capacity building approach that addresses admin sector staff capacity building needs.
• Ensure contracts/agreements for leases, services, repair of office equipment, office utilities etc are current and reviewed regularly on performance.
• Supervise and monitor performance of HR/Admin Assistant.
• Expected to assume acting position in the absence of the Area Manager (AM) as directed.
• Key liaison between DRC and local leaders Budgetary Planning, Monitoring & Financial Administration
• Proper management of the finance and accounting system and ensuring standard operating procedures are in place and functional
• Implementation of effective internal controls and compliance with DRC and donor rules & regulations
• Contribute and participate in the development of budgets for proposal
• Scrutinize the suspense account monthly to ensure that outstanding items are cleared.
• Monitor and track budgets by reviewing BFU and TDLs with the Finance Officer to establish spends and that postings are correctly captured.
• Monitor cash books and perform cash counts.
• Review consolidated cash forecast and maintain rolling cash flow projection, including bills payable.
• Work closely with DRC Compliance and AM NEP unit in follow-up to audit recommendation and observations.
• Monitor accommodation and other miscellaneous income proper reporting.
• Supervise preparation and consolidation of monthly closure documents and their timely submission to Head of Finance.
• Review payroll and Welfare deductions schedule before submission to Finance RO.
• Validate payments before they are paid by ensuring they are in line with DRC rules and regulations.
• Ensure proper management of all program systems and adherence to standard operating procedures.
• Respond to DRC requirements for quarterly financial forecasts and report.
• Supervise and monitor performance of Finance Assistant.
Inventory/Assets, Procurement & Logistics management
• Track assets/inventory and ensure they are tagged and recorded in accordance with DRC regulations.
• Ensure that assets/inventory is updated in the electronic property register on a monthly basis and that all staff/sectors comply with the laid down procedures regarding property management.
• Ascertain that correct procedures are followed in the disposal of all obsolete and un- repairable property items and conduct an annual inventory of all assets in the field office.
• Ensure that all DRC assets/property are well utilized, maintained/serviced to minimize wastage/losses.
• Oversee logistics & procurement department and ensure adherence and implementation of DRC procurement procedures and systems.
• Enforce the procurement plan developed by project teams and procurement unit.
• Conduct periodic checks to ensure that the DRC warehouses are managed according to DRC regulations and records are well kept.
• Ensure that DRC vehicles are utilized optimally for project activity implementation, safe and insured.
• Review monthly fleet operational costs including fuel & lubricant consumption, spare part usage and repairs.
• Supervise and monitor performance of Procurement and Logistics Officer.
Skills & Qualifications:
• Bachelor’s degree in Business Administration/Finance/Accounting from a recognized institution
• Minimum 3-5 years management experience at senior level in refugee or related fields
• Proven ability to set up administrative systems
• Possess excellent financial and personnel management skills
• Fully proficient in Ms Word and Excel spread sheets. Knowledge of Navision will be an added advantage.
• Able to establish and implement sustainable office systems
• Knowledgeable on security systems and procedures
• Superior integrity, work habits, and ability to meet deadlines
• Diplomacy, tact and negotiating skills
• Strong planning, organization and problem solving skills with ability to work hands-on, independently, and within team in a difficult work environment
• Strong communication (written & spoken) and interpersonal skills
• Ability to work cooperatively with staff from diverse cultures
For general information about the Danish Refugee Council, please consult www.drc.dk. Reporting lines: The PSC reports to the Area Manager (AM). S/he manages the support team in Dadaab and receives technical support from the Head of Finance & Admin (HoFA).
Conditions: 1-year contract with possibility of extension. Non-family duty post. Basic benefit package. Post-holder must be willing and able to travel/live/work in remote areas with basic facilities and insecure areas.
How to apply:
Only candidates who have the legal right to work in Kenya will be considered. Qualified candidates are invited to submit their applications which should include a 1-page cover letter clearly stating their motivation and qualifications and a CV. Applications should include contact details of three professional referees. One referee must be the applicant’s most recent manager. Apply for this position by clicking on the apply button or go towww.drc.dk and find Current Vacancies.
Deadline for receiving applications is Monday, 24th March, 2014. ONLY SHORT LISTED CANDIDATES WILL BE CONTACTED
