Support Services Officer

Support Services Officer

Tripoli, Libya

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Support Services Officer. DRC selects the best qualified candidate for any role, based on pre-defined criteria, such as competencies, qualifications and values. We strive for diversity and inclusion in all our recruitments, by selecting the best suited candidate based on the requirements for the job without discriminating against age, gender, ethnicity, religion, marital status, those with a disability or similar

About the job:
This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to base operations.

Your main duties and responsibilities will be:

Finance Responsibilities:

• 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 in 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 the program department submits their cash forecast for each project for preparing Safe Fund Transfer Request.
• Ensure all payments are made timely and in accordance with existing DRC forms, through DRC Dynamics
• Ensure all payments meet requirements of National Law and engage with authorities, tax advisors or other stakeholders to ensure tax requirements are met accordingly
• Ensure all expenses enter the DRC Dynamics in time and of highest quality
• Ensure all bank accounts statements are reconciled
• As requested, support the development of new proposals with financial information for budgeting
• Monthly financial report (with all supporting documentation attached to it)
• Maintain Payment Tracker
• Bank Follow up, Banking correspondence and Cash Withdrawals
• Perform spot-checks for Tripoli area expense by cross checking all the PMTs and report to the Finance Manager when re-booking is needed jointly with the Support Services Manager
• Assist with collecting, reviewing, correcting and filing all financial progress reports from the partners.
  

Human Resources Responsibilities:

• Ensure the general HR standards and procedures defined in DRC Operations Handbook are always applied and compliant
• Support with all phases of recruitment jointly with the support Services Manager.
• Prepare and update briefing/induction packages for new staff Ensure that onboarding and exit procedures are made for all staff.
• Assist with the Performance & Development Process
• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner and meets all legal and labor regulations and requirements jointly with the support Services Manager.
• Draft new and renewed contracts and other personnel-related issues with special attention to compensation and benefits.
• Prepare, advise and oversee staff leaves and absences.
• Assist with the management of staff complaints through DRC established mechanisms and ensures DRC Code of Conduct is understood and always abided.
• Preparation of monthly payroll in collaboration with the support Services Manager.
• Focal point for the liaison with Health Insurance Company on all related issues and serve as the liaison with service providers on all staff health insurance issues.
• Ensure that DRC staff have Identification cards (ID) with the period of validity in accordance with the employment contract
• Responsible for ensuring the personnel files are accurate, complete and up to date
• Ensure HR Data is up to date and of highest quality and perform data cleaning in DRC Dynamics In collaboration with the Support Services Manager
  

Administration Responsibilities:

• Coordinate the organization of visits for external visitors and Expatriate
  Oversee all aspects of upkeep and cleanliness of DRC Premises.
• Ensure Office and GH stocks and supplies, and stationery are in place, and monitor their utilization.
• Ensure all utility payments are made on a timely basis.
• Responsible for hotel and flight bookings for all DRC staff and visitors in Tripoli area and ensure that all forms.
• Responsible for submitting new visa application and visa registration for the expats in coordination with our legal advisor.
  

Supply Chain Responsibilities:

• In the absence of the Supply chain Specialist, assist 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.
• In the absence of the Supply chain Specialist, participate in the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities.
• In the absence of the Supply chain Specialist, assist with checking that all assets old and new are properly recorded and tagged.
• In the absence of the Supply chain Specialist, perform the physical asset check
• In the absence of the Supply chain Specialist, participate and assist in keeping updated suppliers list.
• In the absence of the Supply chain Specialist, assist with Fleet Management tasks.

Other

• Willing to travel to Tunisia for work Assignment
• Be in the lookout and alert senior management of any changes that could affect DRC practices.
• Any other tasks and responsibilities assigned by the support Services Manager
  

About you:

• Required Minimum 2 year of relevant work experience in supply chain, finance, admin and Human Resources.
• University degree in relevant area or equivalent professional qualification

• Experience in operating an ERP system.
• Advanced English proficiency
• Fluency in local language
• Good organizational skills & Attention to detail
• Confidentiality & integrity
• Excellent communication and inter-personal skills.
• Personal commitment, flexibility and ability to work effectively and harmoniously with colleagues from various cultures and professional backgrounds.
• Ability to work under tight timelines and stressful conditions.
• Fluency in English and Arabic, both written and verbal

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:
Contract length: 5 months

Band: H

Designation of Duty Station: Tripoli

Start date: 01 Aug, 2024

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: 06 July 2024

For further information about the Danish Refugee Council, please consult our website drc.ngo.

Department: Borgergade 10, 3.sal , København K

Location: Tripoli

Application deadline: 29 Jun 2024