Support Services Assistant

Contract

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

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 400 staff in Ukraine and will continue significant scale-up in 2023 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

Overall purpose of the role:

The Support Services Assistant role holds a cross departmental mandate assisting teams with logistical support, administrative support and other cross cutting tasks in support of DRC’s Humanitarian Disarmament and Peacebuilding (HDP) teams that often work in locations and schedules that are different from other teams. The role serves a bridge between HDP teams in field locations and the support services in the area or base office and reports to the Support Services Manager.

Main Responsibilities:

Logistics/Procurement :

• Assists with procurement tasks (finding suppliers, local procurement, arrangement of deliveries, dispatch of goods, 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
• Ensure that fixed assets and program equipment are managed accordingly to DRC policies. Create/maintain up-to-date inventory of all demining assets.
• Assist in maintaining procurement tracker, report and stock checklist under supervision of support services manager.
• Correctly apply ERP supply chain processes • Support in logistics-related tasks focuses on demining activities but it will be asked to support other program departments as required by the manager. Fleet Management:
• Assist with Fleet Management tasks as needed (coordinating use of vehicle and drivers in the most efficient manner).
• 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 Office Management/Admin/HR
• Assistance with administrative tasks in accordance with DRC's internal regulations and procedures
• Providing necessary administrative support to program staff regarding travel arrangements, booking tickets and accommodation, and proper reporting
• Assistance to the HR department in the registration of new employees, namely scanning of employee documents, participation in interviews and verification of letters of recommendation
• Assistance with travel documents for sub-base staff (order requests, travel reports).
• Assistant with administrative tasks related to visits of internal and external stakeholders to the base and/or demining sites
• Assistance to identification, set-up, and day-to-day running of office

Required experience and competencies:

• At least 1 years' relevant experience in logistics, fleet management, administration and/or HR.
• Intermediate English (speaking/reading/writing) is an advantage Fluency in Ukrainian language.

Education:

University degree in relevant area or equivalent professional qualification

Languages:

• Proficiency in written and spoken Ukrainian language.
• Intermediate English (speaking/reading/writing) is an advantage

We offer: Contract length: 3 month renewable after satisfactory probation period. Level: I non Manager Designation of Duty Station: Mykolaiv Full time based

Start date: As soon as possible. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process: All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications are open until 17th October 2023

Applications sent by email will not be considered.

Closing date for applications: recruitment will be on rolling basis.

We reserve the right to conduct further interviews before the deadline for submission of applications.

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.

We offer: Contract length: 3 month renewable after satisfactory probation period. Level: I non Manager Designation of Duty Station: Mykolaiv - Full time based

Start date: As soon as possible. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process: All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications are open until 17th October 2023

Applications sent by email will not be considered.

Closing date for applications: recruitment will be on rolling basis.

We reserve the right to conduct further interviews before the deadline for submission of applications.

DRC as an employer By working in DRC, you will be joining a global workforce of around 8000 employees in 40 countries. We pride ourselves on our:

• Professionalism, impact & expertise.
• Humanitarian approach & the work we do.
• Purpose, meaningfulness & own contribution.
• Culture, values & strong leadership.

• Fair compensation & continuous development

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

• Communicating: Listening and speaking 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.