Danish Refugee Council (DRC)

Support Service Assistant

Danish Refugee Council (DRC)

Job Description

Band: Band I Reporting to:Support Service TeamLeader Technical line manager: Support Service Specialist Direct reports:N/A Unit/department:Support Services Location:Tindouf, Algeria Overall purpose of the role: Under the supervision of the Support Service Teamleader, the Support Service Assistant is responsible for assisting with daily Supply Chain and HR activities.The successful candidate will provide administrative 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 TeamLeader.

 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  Assistinensuringstaffcompliancewithhumanresourcespolices,asperDRC’sOperations Handbook and local HR Handbook.

 Responsible for producing the HR monthly reports to be sent to the regional office.

 Ensure that leave, recruitment and training trackers are updated and filed on a regular basis.

 Monitor staff attendance and ensure that all leave is recorded on DRC Dynamics.

 Assist in 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: personne files, administration of health insurance scheme, etc.

 Assisting Managers and Staff on effectiveperformance management.

 Support staff development activities, including promoting the DRC Learning Catalogue.

Experience and technical competencies: (include years of experience)  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.

Education:  Diploma in Business (preferably Supply chain), human resources or related areas.

 Excellent written and oral communications skills.

 Driving license an advantage.

Languages: (indicate fluency level)  Fluency in English  Fluency in local language (Arabic/Hassanya)  French and/or Spanish an advantage Key stakeholders: (internal and external)  External: Suppliers, landlords, repairs.

 Internal:Programme, HR, Supply Chain.

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