Support Services Assistant - Green Mountain

About the job

Support Services Assistant aims to offer support to the Supply Chain team in managing and delivering efficient and effective support including warehouse management and administration tasks in the Green Mountain office, with close coordination with respective departments. This focuses on ensuring DRC’s standard policies and best practices is adhered to. Your main duties and responsibilities will be:

• Fleet Management:

o Always follow DRC vehicle policy and operating procedures (use of logbook, no drinking while driving, seatbelts, No smoking in the vehicles etc.)

o Completing accurate records for all journeys in official vehicles in the DRC Vehicle Logbooks.

o Inspect the condition of the vehicle daily.

o Ensure timely servicing and maintenance of DRC vehicles; timely and responsibly resolve any mechanical problems.

o Ensuring vehicle has adequate fuel and oil and replenishments are accurately recorded.

o Ensure the vehicle is insured and all legal documents are always in order.

o Follow up with the renewals due (i.e. insurance, road license, etc.).

o Ensure that the vehicle has the necessary emergency equipment (Spare wheel, jack, wheel spanner, fire extinguisher, first aid kit etc.)

o Assist staff with other reasonable tasks as requested and approved by IAM.

o Coordinate with rental agencies regarding contract extensions and any vehicle repairs and maintenance 

• Supply Chain/Admin tasks:

o Collect quotations from suppliers as requested to support program team with LVP process to the field.

o Assist with the purchasing of goods/services as requested.

o Arrange for the collection and delivery of equipment and goods.

o Drop and pick equipment/items sent for repairs.

o Follow up with suppliers in terms of goods/service delivery.

o Assist in invoices payments by delivering it to suppliers.

o Assist in asset management verifications.

o Support in purchasing Guesthouse and office supplies, and any repairs if necessary.

o Guesthouse and office keys tracked and follow up.

o Support in scanning and printing of documents for signatures

o Delivery of sim cards and IT Equipment to new staff.

o Assist administrative tasks as requested by IAM.

o Managing the safe to ensure the handover of cash advance to the team when it needs it following to DRC finance policies and to implement the monthly cash count the following up of the cashbook for all LVPs process.

• Warehouse Management Tasks:

• Reception, inspection, stocking, and expedition of all stock items:

• Understand, implement and / or maintain standard DRC inventory management policies and procedures. 
• Manage and document the receipt, handling, storage, release and reporting of goods through the DRC warehouse(s). 
• Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards. 
• Ensure that all products transported is accompanied by their stock transfer documents, waybills and other shipping documents (for example donation certificates). 
• Advise the Supply Chain Team Leader of warehouse-specific issues or improvements. 
• Warehouse security and general maintenance: 
• Ensure that the warehouse is secure, and access is limited only to those authorized. 
• Ensure the maintenance of warehouse building(s), fittings and equipment. 
• Implement and ensure clear safety procedures. 

        • Assets Inventory & Management:

• Ensure all DRC purchased and contracted assets are labeled, registered, tracked, maintained, stored/used and disposed of in line with DRC asset management policies.
• Ensure that the vehicles have the necessary emergency equipment (Spare wheel, jack, wheel spanner, fire extinguisher, first aid kit etc.)
• Implement monitoring and evaluation of stock management systems, including implementation of stock cards and bin cards, as well as regular tracking of receipt and dispatch of items.
• Ensure all assets have service/maintenance records and where necessary that assets are disposed of according to DRC guidelines and local laws
• Weekly follow-up/spot-checks with drivers/TLs to ensure all DRC vehicles are properly maintained and all relevant documentation is filled in consistently.
• Weekly follow-up/inspection of generators and fuel tanks, ensuring adequate fuel levels are available.
• Ensure proper storage of supplies.
• Support SSO with any follow-up tasks as a result of the periodical admin inspection of premises relating to maintenance & procurement.
• Any other tasks related to Supply Chain as directed by the line manager.

Experience and technical competencies:

Required

• Diploma or equivalent professional qualification / High School degree.

• Minimum 2 year of relevant work experience as a Supply chain warehouse assistant within a government or   NGO or Corporate/Office environment.

• Excellent communication and interpersonal 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.

• Good knowledge in written and spoken English.

• Fluency in local spoken languages.

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: 4 months, with possible extension subject to availability of funds

Band: I

Designation of Duty Station: Unaccompanied/Non family duty station

Start date: ASAP

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to drc.ngo under Vacancies.

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: 28 JAN

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