Job Responsibilities

• Provide line management and leadership to support staff (Supply chain, Finance, cleaners, guards and Administrative Services)
• Lead the development, timely and professional implementation of systems for each department/unit under Support Services to ensure they are effective, efficient, and compliance with DRC policies.
• Participate in the regular amendment and implementation of the Safety Protocol and assist in integrating sound safety practices in the area office.
• Line Manage and supervise the staff in the Support services section by ensuring timely work goal setting, performance management, motivation and guidance.
• Ensure full compliance with DRC’s operations handbook, effective budgetary control, and adherence to DRC and donor policies and procedures.
• Accountable for people management of employees in support services.
• Accountable for ensuring that agreed work plans and tasks set by Area manager are implemented on time
• Ensure high quality day-to-day accounting of the field office's spending which includes financial review of all order requests from staff based in Dollo office
• Overseeing program spending in reference to plan and maintaining the field office’s cash forecast and cashbook.
• Maintain and monitor a system for accruals and outstanding payments all in accordance with DRC and donor rules and regulations.
• Responsible for maintenance/formulation of a Master Budget for the area office in collaboration with relevant program managers and share to the Area Manager
• Ensure compliance with donor guidelines in the allocation of costs and management of funds.
• Support the CO finance team in the preparation of all financial reports and audits for grants at periodic intervals and submit them to Head of Finance and Administration for review.
• Lead monthly financial review meetings with budget holders and the Area Manager and provide financial analysis with the Area Manager and CO senior management team.
• Provide strategic support, including projections and recommendations on financial matters to the Area Manager and Head of Support Services.
• Help implement thorough and effective budgetary control and ensure accountability and donor compliance in all financial documentation
• Monitor support service budget expenditure reports for donors, and check compliance with donor financial reporting requirements 
• Ensure full implementation and adherence to all DRC internal policies and procedures as well as local law regulation.
• Become well versed in all applicable local laws and regulations and interact with relevant local authorities accordingly when tasked by the Area Manager.
• Lead internal HR duties, including tracking staff attendance, leave requests, gathering timesheets, filing contracts, and assisting in the preparation and updating of payroll database, ensure proper filing of contracts – including management of staff contracts, contract renewals, amendments, exit clearances;
• Lead external HR duties, including posting vacancies, conducting recruitments, and drafting contracts;
• Lead the planning and delivery of all inductions and orientations for new staff in a timely manner, and for planning and tracking training and capacity building for staff;
• Manage leases at field level and coordinates with the relevant staff to ensure the field office has valid leases and that payments to the lessors are done in a timely manner;
• Ensure efficient Human Resource management at Dollo and field office including but not limited to leave management, induction on staff benefits and their eligibility
• Manage timely payment of utilities at the field level, including ensuring the payment of communications fees, electricity, water and etc
• Manage the travel arrangements of field staff and incoming visitors in coordination with administrative staff in Addis Ababa;
• Handle communication correspondence including drafting of outgoing letters to be signed by the Area manager and maintain records.
• At the time of emergency act as center of communication with regards to administration matters
• Any other duties as assigned by the Area Manager.
• Ensure implementation and quality of DRC’s supply chain systems and procedures, managing Supply Chain function to ensure timely and transparency of procurement and compliance.
• Monitor procurement procedures, ensuring items are accounted for and quality/quantity controlled in stock reports and asset inventory management system.
• Develop and ensure effective controls over vehicles use and maintenance, Vehicle Logbooks are implemented and reviewed regularly.
• Support the program teams in procurement planning to ensure timely delivery of project inputs and activities.
• Support supply chain officer on logistics management including vehicle, office and assets and lead tagging and asset count of DRC properties in area of operation.