Support Services Manager

Support Services Manager

The Support Services Manager is key to the efficient and effective running of operations in the area to which they are assigned. More specifically, this will involve coordinating and managing the main support functions including general administration, base management, finance, logistics and security under the direction and support of the Country Director and Technical guidance from the Regional Finance Specialist. With line management responsibility for staff involved in support roles. As a member of the Senior Management Team (SMT), the incumbent will provide oversight to the finance and admin department.

Key Activity Areas

Country Office Support Management

• Ensure the smooth running of the Capital and base including staff supervision, maintenance and liaison with landlords, contractors and suppliers
• Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met
• Ensure all internal financial controls are in place and that ACF and donor guidelines are followed, oversee preparation of weekly closing and monthly financial reports, review reconciliations done by financial officer in Sylogist
• Manage country and project budget(s), ensure expenditure is within set guidelines, ensuring all funds are well and timely spent in accordance with donor requirements and time frames. Production of monthly Budget Follow-Up is a pre-requisite deliverable
• Provide logistical support to program staff and field bases, including managing the supply chain, vehicles, assets, IT and communication equipment and the training of logistics staff.
• Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage and transportation. ACF-US uses LINKMYSUPPLY for its Supply chain.
• Monitor that regular computer back-ups, virus updates and routine maintenance are carried out and provide IT trouble-shooting if required
• In collaboration with the CD work with field managers and HEARO/HQ staff in the preparation and development of budgets for support and shared costs, ensuring they meet all relevant ACF-US and donor requirements
• Manage and track expenditure of country and project budgets through our ERP Sylogist, including supporting Project Managers to do quarterly pipeline analyses, ensuring that spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments

Security Management

• In the absence of the CD, attend all external coordination and security meetings and feedback information to the appropriate managers and staff
• Follow the instruction of the CD, to ensure the availability of emergency equipment and monitoring of the security envelope
• Provide support in managing security incidents as required, including the writing and submitting of incident reports

Administration

• Draw up, manage and periodically review contracts as LogKit between ACF-US and external suppliers, ensuring they remain valid and relevant and that the terms and conditions are followed
• Submit accurate and timely internal reports as required by field management and HQ and contribute on request to external reports
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with ACF-US and donor requirements

Staff Management

• Hold regular team meetings with the assigned program support staff, reviewing team and individual objectives and ensuring team members are kept informed of issues relevant to their work

Communication

• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of support related activities and requirements
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing ACF-US and ensuring good co-operation and partnerships
• Work to strengthen internal communication, support, and mutual understanding between support functions and programs as appropriate to your work level and area of influences.

Quality Management

• Promote and use the ACF-US e-library and other operating procedures, ensuring that all standardised formats are used and are the most up to date versions and guidelines are followed
• In conjunction with relevant managers review, develop and implement (as applicable) systems to improve transparency and to detect and ultimately prevent loss or fraud. Carry-out regular inspections and spot-checks, both on systems and on-going work, to ensure the best use of ACF-US assets and

Gender Equality Commitments

· Foster an environment that supports values of women and men, and equal access to information.

· Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

· Respect beneficiaries' women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.

· Value and respect all cultures.

Physical Demands

· While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required. Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.