Support Services Assistant

Contract

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

We are looking for a highly qualified Support Services Assistant who has previous experience in Supply Chain, Logistics and Human Resources (HR). Women are strongly encouraged to applyAbout the job.

About the job Under the supervision of the Support Service Manager, the Support Service Assistant is responsible for assisting with daily Supply Chain and HR activities. The successful candidate will provide administrative and HR support to the office, liaising with suppliers, agents and local authorities to facilitate with the implementation of DRC operations.

Responsibilities:

Supply Chain

• Assist in managing Driver’s movements and make sure the DRC vehicles are regularly serviced.
• Collect and collate data from driver logbooks to create weekly movement reports.
• Maintain all purchase requisitions logged in a procurement tracker and update the status of procurement process as needed.
• Collect quotations as required.
• Prepare the relevant documents for the procurement of goods and services according to DRC procurement procedure.
• Assist with receiving goods/ service and issue related documents.
• Build, maintain and update a supplier database and share it with the Support Service Team Leader.
• Follow up and make sure all purchase requisitions are procured, delivered, and closed with payment.
• Make sure the offices and guest house are well maintained and arrange maintenance when necessary.
• Assist with the issuing and reception of DRC equipment.
• Perform the physical asset check.
• Prepare and confirm travel arrangements (hotel and flight, airport transfer) for employees and visitors.
• Provide support to the organizer for any booking of venues for any training, meetings, etc. as well as support with procuring any required supplies/stationary.
• Filing of all project related documents and development of a transparent and efficient filing system of all administration records as per DRC filing procedures (DRC Operations Handbook).

Human Resources

• Assist in ensuring staff compliance with human resources polices, as per DRC’s Operations Handbook and local HR Handbook.
• Focal point for HR with a coordination office
• Ensure that leave, recruitment and training trackers are updated and filed in the sharepoint on a regular basis.
• Monitor staff attendance and ensure that all leave is recorded on DRC Dynamics.
• Assist in advertising recruitment and communicating with candidates and scheduling tests and interviews.
• Ensure all on-boarding documents are signed and completed for filing in personnel files in location within the first week of the contract. Provide induction to all new joiners.
• Prepare employee contracts.
• Maintain updated the national employees’ files on DRC Dynamics.
• Responsible for ensuring the following are accurate, complete, up to date and properly filed in the sharepoint: personnel files, administration of health insurance scheme, etc.
• Assisting Managers and Staff on effective performance management.
• Support staff development activities, including promoting the DRC Learning Catalogue.

About you To be successful in this role you must have:

• Minimum 1 year of relevant work experience in a similar position, preferably with an NGO.
• Previous experience in supply chain management / logistics.
• Previous experience in a Human Resources role is preferable.
• Excellent written and oral communications skills. Driving license would be an advantage.
• Diploma in Business (preferably supply chain), human resources or related areas.

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: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer DRC will offer the successful applicant a 6-month contract, renewable dependent on both funding and performance.

starting date: Janaury 15th,2023 and be willing and able to work in all Sahrawi refugee camps in Tindouf.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process All applicants must send a cover letter and an updated CV (no longer than four pages) in English, to the DRC office in Rabouni/Tindouf (Weather Haven base) and to the Sahrawi Ministry of Public Function. Applications without cover letter and CV will not be considered. Failure to do this minimum requirement will lead to the disqualification of the candidate. Applications will close on January 1st, 2023. For further information about the Danish Refugee Council, please consult our website www.drc.ngo