Support Services Coordinator

The Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Support Services Coordinator to respond to the needs of its program in Italy.

DRC Italy

DRC has been operating in Italy since June 2019, first through local civil society actors then with a DRC set-up in 2020. DRC approach in Italy is based on localisation, developing meaningful and efficient partnerships with local actors, maintaining a core structure with limited staff in the country. Through joint implementation, DRC and partners support refugees, asylum seekers and people on the move specifically in the Northern part of the country, through legal aid and integration projects in border areas and urban areas. DRC Italy is now in the process of merging with another local civil society actor to continue together the implementation of humanitarian, advocacy and research projects in Italy and Europe.

About the job

This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities.

Your main duties and responsibilities will be:

Cash control:

• Ensure data and transactions are properly recorded in the Cash Book and the accounting software.
• Reconcile bank statements.
• Establish and maintain cash/bank controls.
• Prepare request for payment forms and submit them for payment.
• Follow up donor instalments and instalments to/from partners.

Financial support:

• Collaborate with program colleagues for the preparation of the budgets for project proposals.
• Monitor the sustainability of the operation preparing and updating the master budget, including the HR and support costs.
• Support the program managers in monitoring the project expenses and organise the Budget Follow Up monthly meetings.
• Prepare and finalise the financial reports for the donors.
• Guarantee the respect of financial rules of the donors in budget expenditures and supporting documentation.
• Support partners in the preparation of financial reports and supporting documents and reinforce their capacities if needed.
• Prepare Income statements and annual balance sheets as needed, in cooperation with the Business Consultant.
• Prepare and maintain supporting documents for all expenses in the electronic archive.
• Transmit the supporting documents to the donors if needed.
• Coordinate project-based audits and annual audit if needed.

Human resources:

• Monitor and update staff leave balance and absences (sick leaves, days off, permits etc).
• Receive and check travel expenses reports to be paid to employees.
• Coordinate the preparation of the salary slips with the Labour Law Consultant and check the salary slips.
• Coordinate recruitment of new staff (job adverts, preparation of job offers etc.).
• Ensure staff recruitment and contracting process is in line with DRC procedures and the local labour law.
• Coordinate communications with the Safety at Work consultant and monitor the compliance with safety at work requirements with their support.
• Ensure that all staff personnel records are properly maintained and regularly updated in the archive.
• Ensure that performance and development processes and new staff onboarding are done and that staff does the mandatory trainings.
• Ensure that all staff sign the Code of Conduct.

Procurement:

• Ensure that DRC and donors supply chain procedures are followed.
• Support with procurements (low value procurements and tenders) including obtention of quotations for suppliers, selection of winning bid, preparation of contracts and coordination of the delivery.
• Monitor supplier payments and invoices.

General:

• Act as focal point for the external consultants (Labour Law, Business, Safety at work etc).
• Supervise the correct implementation of DRC SOPs, policies and procedures for finance, supply chain and HR.
• All other tasks requested by the Manager.

About you

To be successful in this role we expect you to master all support services tasks regarding Finance, HR, Administration and Procurement.

Moreover, we also expect the following:

Required:

• University degree in Business Administration, Finance or similar – or equivalent professional qualification
• At least 4 years of relevant work experience in a similar role
• Knowledge of an accounting software and/or an ERP system
• Computer proficiency, particularly in the use of MS Excel
• Full professional fluency in English and Italian

Highly Desirable:

• Working experience within the NGO sector in Italy or abroad
• Knowledge of internal EU funding programs (CERV, AMIF etc.) and other institutional donors
• Knowledge of the Italian National Labour Law and Third Sector Law

We offer

Contract length: 6 months, with possibility of extension based on funding availability and performance. This is a national position. We can accept international candidates under the condition of having the right to live and work in Italy during the contract period and having full Italian proficiency.

Band: G

Designation of Duty Station: Turin, Italy. Smart working could be arranged, with frequent travels to duty station.

Start date: February 2024

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for DRC Italy and with Italian labour law.

For questions regarding the vacancy please contact Silvia Corti, [email protected]

For further information about the Danish Refugee Council, please consult our website drc.ngo.