Support Services Assistant - The Danish Refugee Council (DRC)

The aim of the position is to offer support to the Head of Support Services HOSS and Technical Mangers ( HR- Admin Manager, and Finance Manager), in managing and delivering an efficient and effective support services functions including Human resources, administration and finance in Sabha office, with close coordination with respective departments. This focuses to ensure DRC’s standard policies and best practice is adhered to.

Your main duties and responsibilities will be: 

•   Ensure compliance in Human Resources Administration Management to DRC Operations Handbook.

• Responsible for all internal HR duties, including tracking staff attendance, leave requests, gathering time-sheets, filing contracts, and assisting in the preparation and updating of payroll database, ensure proper filing of contracts.

• Ensure that all staff personnel records are properly maintained and regularly updated.

• Responsible for management of staff contracts, including contract renewals and amendments.

• Responsible for external HR duties, including posting vacancies, conducting recruitment, and drafting contracts

• Ensure staff recruitment and contracting process is in line with DRC procedure and the local labor law.

• Responsible for planning and delivering all inductions and orientations for new staff in a timely manner, and for planning and tracking training and capacity building for staff

• Follow up the correct implementation of DRC Dynamics and the quality of the HR data entered in the system

• Administrative tasks in relation to performance and development processes.

• Responsible for managing accommodation requests for guesthouse, ensuring that facilities (guesthouse and office) are clean and ready for staff.

• Oversee the general administration of Sabha office, including the establishment, maintenance and improvement of all documentation and filing systems, ensuring they are fully compliant with DRC as well as donor policies and standards.

• Responsible for overseeing schedules, leave and performance of guards and cleaners.

• Review and processes supplier invoices and payments within stipulated time period

• Check invoices by verifying mathematical accuracy and ensuring that appropriate procurement authorization and supporting documentation are attached.

• Ensure financial documents are in conformity with relevant financial regulations, policies, and procedures.

• Maintain an effective filing system and ensure that supporting documents are complete and organized accordance to DRC and donor procedures and available for inspection as required.

• Review, monitor and control cash and cash at safe payments for routine operations.

• Monitor and control staff advances and ensure regular follow up.

• Ensure strict internal controls over cash and safe management.

• Ensure payment vouchers are recorded, reviewed and uploaded to cashbooks correctly.

• Ensure that program department submit their cash forecast for each project for preparing Safe Fund Transfer Request.

Other tasks:

• Translate relevant documents as requested.

• Other duties as requested by Head of Support Services.

• Deputies for the above, when required.

• IT support when required.
About you:  

 a) Strong communication skills, with good written and spoken English.

b) Confident and proficient in the use of MS Office (particularly Excel and Word).

c) Experience of establishing strong working relationships with colleagues from different functions and

Cultures.

d) Experience of a flexible approach to managing and prioritizing a high workload and multiple tasks in

a fast-paced environment with tight deadline.

e) Least 2 years experience in a similar position in Libya.

Moreover, we also expect the following: 

University Degree and an open attitude for learning and take on board new skills within the field of logistic and working under the values of an international NGO.

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 act in line with DRC’s vision and values.

We offer 

Type of Contract: National Contract

Contract length: 6 months

Designation of Duty Station: Sabha, Libya

Expected start date: 01 Sep 2019

Application process:  

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

  Closing date for applications: 15 August 2019

Please click on the link below to apply:

https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=156778&uiculture=eng&MediaId=5

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