Operation Assistant

Overview

Support in coordinating Supply chain and HR functions in Benghazi.

You have:

• 2 - 3 years of experience in Supply chain, administration, Business, or related fields; Professional experience with INGOs/NGOs and/or international experience is a plus.
• Experience in managing information systems for large numbers of staff.
• Written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development in English and Arabic.
• Proven sense of professional discretion, integrity, and ability to manage situations diplomatically and to effective resolution.
• Excellent team member with experience of working diverse work group.
• Excellent management, interpersonal and negotiation skills and a demonstrated ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
• Desire to continually learn and develop is a must.
• Microsoft office skills.
• English and Arabic fluency required.

Job Description

Background/IRC Summary: Founded in 1933, the International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. The IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Position Overview: Under the direct supervision of the Field Coordinator, the Support Assistant will be responsible for efficiently coordinating Supply chain and HR functions for IRC’s office in Benghazi. The postholder will ensuring good practices and maintain audit-compliant records.

Major Responsibilities: Facilities Management & Supplies Receive, log and follow-up on requests from staff for space, accommodation and supplies. Identify and receive requests for any needed repairs and/or supplies refer to SC department for action, when necessary. Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners etc.), monitor usage and promptly prepare Purchase Requests for restocking. Ensure all office equipment is stocked with the required supplies (toner, paper etc.). Refer any maintenance required to IT Officer and SC department; Review and verify bills received for facilities (office, other facilities if applicable) including utilities, maintenance, provision of standard supplies, new furniture or equipment and prepare payment requests. Maintain and update the master lease tracking sheet. Maintain and update the master facility expense tracking sheet.

Assets: Support in the Asset Management by carrying out a documented quarterly physical check of assets for sites (if any).

Procurement and Supply: Receive the goods/materials after cross checking with the PO/contract by preparing IRC standard Delivery Report Collect all the needed documents for the payments per IRC rules and regulations. Combine the needed documents to prepare the payment requests per IRC rules and regulations with coordination with supply Chain Officer Photocopying all payment-related documents. Archive the payments per Supply Chain archiving system Maintain and update the payment tracking sheet

Key Working Relationships: Position Reports Directly to: Field Coordinator Position Reports Indirectly to: Supply Chain Coordinator Other Internal and/or external contacts: - Internal: All staff and departments with Libya offices External: None

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Qualifications

Job Requirement 2 - 3 years of experience in Supply chain , administration, Business, or related fields; Professional experience with INGOs/NGOs and/or international experience is a plus. Experience in managing information systems for large numbers of staff

Demonstrated Skills and Competencies: Written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development in English and Arabic. Proven sense of professional discretion, integrity, and ability to manage situations diplomatically and to effective resolution. Excellent team member with experience of working diverse work group. Excellent management, interpersonal and negotiation skills and a demonstrated ability to promote harmonious/cohesive teamwork, in a cross-cultural context. Desire to continually learn and develop is a must Microsoft office skills

Language Skills: English and Arabic fluency required. ___________________________________________________________________________ The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability, and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Respect in the Workplace, Fiscal Integrity, and Anti-Retaliation.

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Potential interview questions

Added 10 months ago - Updated 10 months ago - Source: rescue.org