Danish refugee council has been operating in Libya and Tunisia since 2011 focusing on protection of the displaced and conflict affected population. These include refugees, asylum seekers and economic migrants in Tripoli area and in the south west of the country, the population in and around Sirte affected by unexploded ordnance (UXOs) and to an increasing extent on the legal and illegal migrants and stateless populations in Libya. DRC/DDG has its head office in Tripoli and a field office in Sabha and Benghazi.
About the job :
The aim of the position is to offer support to the Head of Support Services HOSS and Technical Mangers ( HR- Admin Manager, Finance Manager, and Supply Chain Manager), in managing and delivering an efficient and effective support services functions including Human resources, administration and finance in Yefren 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 timesheets, 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 Yefren 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.
- Ensure that all orders are tracked from point of planning and request through to final receipt.
- 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.
- Check that all assets old and new are properly recorded and tagged.
- Perform the physical asset check.
- Overseeing deliveries to and dispatches from DRC warehouses and effecting the necessary documentation.
- Maintaining good communications with warehouse staff in other DRC locations and partner organizations.
- Correctly apply ERP supply chain processes.
- Assist with Fleet Management tasks as needed.
- 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.
Supervisor responsibilities:
- Coordinates the daily activities of small teams, often comprised of subordinates and/or employees carrying out similar tasks
- Does not have direct line management responsibility for staff, but may contribute to recruitment and/or performance appraisal of members of the team.
- Implements the manager’s decisions through the work of subordinate employees, often playing a role in deciding how to do it; and how to achieve the objective set by the manager.
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.
Closing date for applications: 15 August 2019
Please click on the link below to apply:
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