Support Services Manager

The Support Services Manager will provide coordinated, strategic leadership for all support functions in the field offices to ensure smooth operations that meet programme needs, in line with the DRC Operations Handbook. The role involves planning, HR support, administration, logistics, procurement, and financial management within the field offices.

Responsibilities

• Ensure annual planning for support services is done and regular targets are met linked to the coordination unit for consistency.
• Ensure project planning includes relevant support service requirements such as lead times and appropriate budgets.
• Ensure resource mobilisation is realistic and meets the needs of support functions using the operations budget as input to donor proposals.
• Ensure support services are fit for purpose to meet programme needs in the field.
• Be the focal point for field-based risk assessment, compliance, and internal audit.
• Produce monthly reports and ensure targets are met by the department, linking to the HR coordination unit at the Country office.
• Ensure quarterly HR tasks are completed on time for all field staff including staff induction, Code of Conduct training, and leave planning.
• Ensure annual HR tasks are completed as per the Operations Handbook for all field staff.
• Streamline HR responses across departments in liaison with the Head of Support Services.
• Ensure the HR team fulfils daily tasks such as recruitment, contract renewal/amendments, timesheet submission, and leave tracking.
• Be the focal point for key administrative tasks such as landlord engagement, sub-lease and contract renewal for premises space in the field offices.
• Oversee the team to ensure follow-up on routine tasks like office supplies, utilities bill payments, office rental and lease agreements.
• Ensure procurement procedures are followed and act as focal point for tenders with the Country office supply chain unit, chairing most major tenders serving the field office.
• Monitor department KPIs and ensure timely and high-quality monthly report submissions.
• Be a focal point and decision maker for fleet movement cancellations in line with Area Manager advice.
• Work with the Area Manager to ensure sub-departments (procurement, fleet, assets, warehouse, IT) have targets and meet them per Operation Handbook procedures.
• Act as primary budget holder for all support service lines serving the field offices.
• Responsible for budget monitoring and forecasting for support service budgets.
• Work with program managers to budget and monitor performance of their respective grants.
• Ensure key annual finance tasks are completed such as annual reports.
• Work with finance to ensure programme teams understand compliance requirements.
• Ensure monthly finance tasks are completed including payroll, cashbooks and cash forecasts in line with Operations Handbook procedures.

Requirements

• Bachelor's degree in finance, Procurement and Supply Chain Management, Human Resources Management, Business Administration, Economics, Development Studies, or related field.
• Minimum of 5 years of relevant experience in support services management, including human resources, financial management, budgeting and grants compliance, supply chain, procurement, and logistics management within a humanitarian or development organization.
• Demonstrated experience in financial management, budgeting, budget monitoring, forecasting, and donor grant compliance.
• Proven experience in procurement and supply chain management, including tender management, fleet, asset, and warehouse management.
• Demonstrated experience in human resources management, including recruitment, contract management, performance management, and staff administration.
• Experience working in humanitarian, refugee, or emergency response settings.
• Strong knowledge of organizational policies, procedures, internal controls, risk management, and compliance requirements.
• Experience coordinating multiple support functions and working collaboratively with programme teams and senior management.
• Excellent leadership, people management, interpersonal, communication, and problem-solving skills.
• Strong planning, organizational, analytical, and decision-making skills, with the ability to manage competing priorities and meet deadlines.
• Proficiency in Microsoft Office applications, particularly Excel, and experience using financial, HR, and supply chain management systems.
• Experience working with international NGOs, UN agencies, or other donor-funded organizations.
• Familiarity with donor compliance requirements, financial reporting, and operational procedures in humanitarian programmes.
• Excellent verbal and written English.
• Desirable: Master's degree in finance, Procurement, Human Resources, economics, development, law, or other related field.

Skills

• Support Services
• Finance Management
• Budgeting
• Budget Monitoring
• Forecasting
• Donor Grant Compliance
• Procurement Management
• Supply Chain Management
• Tender Management
• Fleet Management Operations
• Asset Management
• Warehouse Management
• Human Resources Management
• Recruitment
• Contract Management
• Performance Management
• Staff Administration
• Risk Management
• Internal Controls
• Compliance Management
• Planning and Organization
• Decision Making
• MS Excel
• Financial Management Systems
• Human Resources Systems
• Humanitarian Programme Management
• Donor Compliance
• Financial Reporting

Languages

English