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The Danish Refugee Council recrute un Support Services Officer  Retour vers les opportunités


Danish Refugee Council

Lance   Offre d'emploi

Échéance

07 Mars 2019 Il y a 2 ans

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Détails de l'opportunité

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfilment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC’s North Africa Regional Office (NARO) is based in Tunis. Led by a Regional Director this office oversees and provides strategic direction and support for DRC’s country offices within the region, which currently includes Tunisia, Sudan, Algeria and Libya. The NARO also hosts a Consortium Coordination Unit and a Mixed Migration Center.

About the job

This role oversees all aspects of administrative support at the DRC regional office, ensuring efficient operations and procedures.

  • Your main duties and responsibilities will be:
    • Perform administrative task, ensuring compliance with DRC guidelines and policies.
    • Book hotels and flights for DRC staff – including for national and international travel and meetings.
    • Receive and send official correspondence and maintain records of it.
    • Lead on Visa processes and support international staff in obtaining residency and work permits
    • Assist the Regional Human Resources Coordinator on recruitment and other Human Resources tasks
    • Undertake procurement of supplies and equipment for the regional office and DRC guesthouses.
  • Facilities Management
    • Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
    • Oversee all aspects of office maintenance and cleanliness.
    • Ensure insurance plan is in place for all office buildings and equipment and is updated at all times.
    • Maintain and update lease agreements and coordinate the renewal of leases for office premises and other DRC-leased properties. Act as the focal point for liaison with landlords.
    • Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
    • Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
    • Ensure there is sufficient office stationary and office supplies at all times and monitor their utilization.
    • Ensure all utility payments are done on timely basis.
  • Guesthouse management:
    • Management of the DRC guesthouse ensuring all infrastructures are safe and functioning.
    • Oversee all aspects of upkeep and cleanliness at the guesthouse.
    • Ensure guesthouse stocks and supplies are in place and monitor their utilization.
    • Ensure a Guesthouse Handbook is developed and updated on regular basis, and available at the guesthouse.
    • Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.
  • Meetings and visitors
    • Support management in organizing meetings, conferences and workshops (within or outside the regional office) and provide administrative support as may be required.
    • Support DRC visitors during their stay in Tunis, including arranging of airport transportation and provision of relevant information and guidance.
  • Human Resources
    • Assist with the staff payrolls process in close collaboration with other departments
    • Ensure that all relevant deductions are affected on a monthly basis
    • Ensure that records of all Human Resources related information are kept and sent on timely basis to relevant parties
    • Assist in inducting training on Code of Conduct, Confidentiality, Conflict of Interest, etc. as needed
    • Assist or drive recruitment processes as needed
  • Logistics/Procurement/Fleet Management
    • Support with logistics/procurement tasks including support in obtaining quotations for supplies, arrangements of deliveries, and purchases
    • Responsible for coordinating use of vehicles in the most efficient manner
    • Managing and maintaining procurement tracker and fleet management report.
    • Participate and assist in keeping updated suppliers list.

 About you

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

  • Contract length: 6 months with possibility of extention (based on performance and funding availability).
  • Level: Band H (level D1 according to current scale)
  • Designation of Duty Station: Tunis, Tunisia.
  • Start date: As soon as possible.

Critères d'éligibilité

  • At least 2 years' experience in administration, preferably in an international NGO in a similar role. Moreover
  • Proactive, service-minded, detail oriented and capable of multitasking
  • Ability to function effectively in a multi-cultural environment
  • Good communication skills
  • Knowledge of travel and immigration procedures
  • Experience in handling humanitarian flight services
  • Experience with procurement and management of supplies
  • Advanced English proficiency
  • Fluency in local language
  • University degree or equivalent professional qualification

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