Support Services Assistant

Admin

Overview

Provide administrative and finance support in Lebanon

You have:

• Minimum 1 year of relevant work experience.
• Experience in administrative tasks, including filing systems.
• Excellent IT skills, including experience in operating an ERP supply chain system.
• Experience in supply chain management including procurement, transport and distribution, warehouse and stock management.
• Experience with standard procurement procedures and documentation.
• Advanced English proficiency.
• Arabic language proficiency.
• Preferably to be living in Akkar.

Contract

This is a DRC - National contract. More about DRC - National contracts.

DRC has been responding to various humanitarian crises in Lebanon since 2004, working with Palestinian, Iraqi and Syrian refugees. DRC received registration from the Ministry of Interior in 2011, and since then has focused primarily on responding to the Syrian refugee crisis in Lebanon and the resulting impact on Lebanese host community. DRC Lebanon’s focus is to ensure that we are able to respond to critical emerging humanitarian needs whilst improve the living conditions of displacement-affected populations and contribute to the achievement of durable solutions. With an annual portfolio of $12million, and with approximately 200+ staff, DRC is focusing its response in protection and economic recovery (Ec-Rec) sector in Bekka, North Lebanon and Beirut. DRC is also contributing to the evidence base and coordination structures in country through our Evidence Generation and referral information management (RIMs) teams.

About the job

Responsible for the administrative tasks, supporting HR, checking and preparing payments following DRC procedures in addition to the daily bookkeeping of the expenses, also supporting Supply Chain team with procurement and logistics.

Your main duties and responsibilities will be:

Finance and accounting:

• Daily accounting (bookkeeping) according to DRC financial handbook
• Manage petty cash and clear cash advances upon request
• Prepare monthly cash counts
• Maintain proper filing of all financial documentation (vouchers, contracts, tender documents, etc.)
• Cash Box counting according to the financial handbook
• Transferring payments when needed and follows up with partners’ reports
• Follows a given work plan
• Routine record keeping
• Correctly use DRC Dynamics functionalities in area of concern

Reporting:

• Assist with collecting, reviewing, correcting and filing all financial progress reports from the partners
• Support financial report preparations
• Submit progress and status reports

Administration:

• Perform administrative task according to DRC guidelines.
• Book hotels and flights for DRC staff national and international travel and meetings.
• Receive and send official correspondence and maintain record for it.
• Provide support to various departments in data entry tasks.
• Follow up and support with residency and work permits
• Perform ad hoc office tasks.
• Printing/scanning/distributing documents and get needed signatures
• Attend and receive phone calls to DRC office
• Supervise the work and attendance of cleaners
• Perform ad hoc office tasks
• Distribute Pay slips
• Prepare payment request and PRs
• Support in finalizing Alfa payments and checking bills

Supply Chain:

• Ensure that all orders are tracked from point of planning and request through to final receipt.
• Prepare the relevant documents for the procurement of goods and services
• Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities.
• Check that all assets old and new are properly recorded and tagged.
• Perform the physical asset check.
• Overseeing deliveries to and dispatches from DRC warehouses and effecting the necessary documentation.
• Maintaining good communications with warehouse staff in other DRC locations and partner organizations.
• Correctly apply ERP supply chain processes.

Fleet management:

• Assist with Fleet Management tasks as needed.
• Updating daily vehicle movement schedule and records and assigning of all mechanical transport as required.
• Compile regular fuel consumption reports and monthly vehicle utilization analysis.

About you

To be successful in this role we expect you to have a University degree in business or related area, or Trainings/workshops in this domain.

Moreover, we also expect the following:

Required

• Minimum 1 year of relevant work experience.
• Experience in administrative tasks, including filing systems.
• Excellent IT skills, including experience in operating an ERP supply chain system
• Experience in supply chain management including procurement, transport and distribution, warehouse and stock management
• Experience with standard procurement procedures and documentation.
• Advanced English proficiency
• Arabic

Desirable

• Preferably to be living in Akkar

In this position, you are expected to demonstrate DRC’ five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.

Collaborating: You involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while aiming for innovation.

Communicating: You listen and speak effectively and honestly.

Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: Until December 2022

Band/Level: I1

Duty Station: North of Lebanon

Start date: 1 April 2022

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to drc.ngo under Vacancies. For questions regarding the vacancy please contact [email protected]

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. A****pplications sent by email will not be considered.

Closing date for applications: 16 March 2022

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

Apply now

Potential interview questions

Added 4 years ago - Updated 1 year ago - Source: drc.ngo