Support Services Assistant

Job Posting Organization:
The Danish Refugee Council (DRC) is an international humanitarian organization founded in Denmark in 195

• It assists refugees and internally displaced persons globally by providing emergency aid, advocating for their rights, and enhancing their opportunities for a better future. The organization operates in conflict-affected areas, along displacement routes, and in countries where refugees settle. With a workforce of over 7,000 staff and 8,000 volunteers, DRC aims for responsible and sustainable solutions, focusing on successful integration and the possibility of returning home. Their vision is to ensure a dignified life for all displaced individuals, guided by values such as humanity, respect, independence, neutrality, participation, honesty, and transparency.

Job Overview:
The Support Services Assistant will work under the direct supervision of the Team Leader-Support Services at the South Area Office. This role encompasses a variety of support services, including administration, human resources (HR), logistics, finance, and procurement. The assistant is responsible for ensuring that the organization's standard policies and internal procedures are effectively implemented and adhered to by all DRC staff in the area. The position requires a proactive approach to managing office operations and supporting various functions within the organization, ensuring that all tasks are completed efficiently and in accordance with DRC's standards.

Duties and Responsibilities:
The Support Services Assistant will have a diverse range of responsibilities across several key areas:

• Administrative Responsibilities: - Assist with general office management tasks such as filing, photocopying, scanning, and printing. - Maintain office supplies, stationery, and inventory levels to ensure smooth operations. - Support the coordination of meetings and prepare necessary materials. - Manage incoming and outgoing correspondence, distributing it as required. - Maintain organized physical and electronic filing systems for easy access to documents. - Assist in managing the DRC Kandahar guesthouses, ensuring they are clean and well-maintained.
• HR Responsibilities: - Assist in preparing HR documentation, including attendance sheets, leave forms, and staff lists. - Support onboarding processes by preparing orientation materials and arranging workstations for new hires. - Maintain and update HR filing systems, both digital and hard copy, to ensure accurate records. - Support recruitment logistics, including scheduling interviews and preparing interview materials. - Assist with logistics for staff training, including venue setup, materials preparation, and attendance tracking.
• Logistics & Procurement Responsibilities: - Support procurement processes by collecting quotations, preparing comparison tables, and following up with vendors in various areas of the South. - Manage fleet operations and prepare fuel reports. - Maintain updated records of procurement activities and vendor information. - Support asset management by tagging, tracking, and updating inventory lists. - Monitor and report on office equipment needs, maintenance, and repairs. - Assist in coordinating deliveries, shipments, and distribution of materials. - Regularly assist with the Procurement tracker and E-filing.
• Finance Responsibilities: - Assist with petty cash handling, documentation, and reconciliation processes. - Support the preparation of payment requests, including scanning documents and organizing financial records. - Help collect and verify supporting documents from supply chain and staff to ensure compliance. - Maintain proper filing of financial documents in accordance with internal procedures.

Required Qualifications:
To be considered for this position, candidates must possess the following qualifications: - A minimum of 2 years of relevant professional experience in managing support services within an NGO context. - At least 1 year of experience working in a support services role with an international NGO (I-NGO).

Educational Background:
Candidates must hold a university degree in economics, finance, or a related field deemed similar. This educational background is essential for understanding the financial and logistical aspects of the role.

Experience:
The position requires a minimum of 2 years of relevant professional experience in support services management, with at least 1 year specifically in a support services role within an international NGO. This experience is crucial for effectively handling the diverse responsibilities associated with the position.

Languages:
Proficiency in English, both spoken and written, is mandatory for this role. Additionally, knowledge of Pashto and Dari is required, as these languages are essential for effective communication within the local context.

Additional Notes:
The position is based in Afghanistan and is subject to the DRC salary scale. Interested candidates are encouraged to apply by submitting a cover letter and an updated CV, both in the same language and not exceeding four pages. The application process does not specify a deadline, indicating that candidates should apply as soon as possible.