Support Services Manager
Position: Support Services Manager
Purpose of Position
To provide leadership and management to the SCM, ICT, and Administration functions to ensure that these have systems and necessary skills to support the operations of the WVM, in a timely, technologically-sound, professional and cost-effective manner
Leadership and Management
Provide line management and leadership to the Supply Chain Management, ICT, and Administration.
Provide effective, efficient and timely support services to WVM office by ensuring high standard of service from all the support service functions.
Assist the Finance and Support Services Director in accessing and coordinating technical resources available from the Global Center or Region for Support Services Division (SCM, ICT and Admin).
Participate in the negotiation, implementation, monitoring and reporting of relevant contracts and Service Level Agreements.
Develop the standards and procedures for support services functions.
Lead the implementation and/or review of systems for each department/unit to ensure they are aligned to set expected standards, policies and procedures.
Ensure an optimal interface between the support services and business units for efficient customer service delivery.
Collate monthly, semi-annual and annual reports for the Support Services department.
Mentor, coach and develop the capacity of Functional leads into competent, accountable and high performance teams.
Model Christ-centered servant leadership and support spiritual; development of the team
Risk Management and control
Identify and manage the risks by being responsive to internal and external environment and come up with an updated Risk Matrix
Manage appropriate systems and procedures to avoid significant audit risk findings, both at the NO and field levels.
Provide timely and appropriate input into management responses to audits performed both at the NO and field
Ensure all audit recommendations are implemented timely
Ensure there is adequate preparation for all audits.
Implement anti-corruption and fraud strategies.
Lead the planning and implementation annual insurance survey for WVM
People Management and Capacity Building
Ensure that new and existing staff undergo regular orientation on policies and procedures
Conduct staffperformance appraisals
Conduct regular functional meetings
Coaching and mentoring of staff
Conduct Annual Suppliers Symposiums
Learning & innovation
Develop initiatives to improve to improve business processes
Identify opportunities that result into value for money
Lead in the implementation and roll out of new initiatives
WVM has uninterruptable internet connectivity
Efficiency and effectiveness of internet usage
All ICT equipment are well secured
All important information securely backed up and stored
Procurement and Supply Chain Management
Training of Tender committees
Strategic sourcing for effective and efficient procurement of goods and services (value for money)
Evaluate performance of the TC
Ensure that screening of suppliers & service providers is done
Reviewing and approving contracts
Providing monthly reports to SLT for decision making
In liaison with the SecurityManager oversee office premisesSecurity
Developingcost saving initiatives
Overseeing Office Maintenance
Liaise with Finance for timely processing of payments to service providers
Asset Management-Inventory & Fixed assets
Review and approve Administration contracts
Review and approve disposal lists
Knowledge Skills and Abilities
Bachelor’s degree in Business Administration/Supply Chain Management
Minimum of 5 years in Supply Chain and at least 3 years of relevant experience in Administration
Experience managing statutory and donor audits
Substantive experience working in the NGO sector dealing with multiple donor funds and meeting different donor requirements
Proven experience in supervision of staff within different functions
Demonstrated high proficiency levels of ICT systems
Excellent analytical and problem solving skills
Ability to present information clearly and concisely in writing or verbally, with excellent written and spoken English
Ability to negotiate and influence, challenge and question
Ability to create and maintain administrative systems.
Able to prioritize own and others work to tight work deadlines
Members of professional bodies. i.e. CIPS,
Master’s degree in Supply Chain Management, MBA or related field
Proactive with a positive outlook and willingness to embrace change
Ability to work using own initiative, but knowing when to consult.