DRC Poland is looking to recruit a qualified, flexible, and enthusiastic professional for the position of Support Services Officer based in Rzeszow to support DRC field teams and implementing Partners in field locations in the areas of administration, HR, finance, logistics, procurement, fleet management, and safety.
The Danish Refugee Council (DRC) is a leading protection agency with a mandate to promote and protect durable solutions to conflict and displacement-affected populations based on humanitarian principles and human rights. DRC is implementing a multi-sector response to support Ukraine refugees, IDPs, and host populations both within Ukraine and the neighboring countries of Poland, Romania and Moldova, and wider Europe. Due to the ongoing conflict that began in February 2022, DRC opened offices in Poland, Moldova, and Romania to provide support to the displaced population in partnership with civil society organizations and national NGOs, duty bearers, and other actors. DRC continues to implement in these three countries through partnerships, technical assistance, and capacity exchange, and direct implementation in some cases.
About the Job
Reporting to the Support Services Team Leader based in Krakow, the Support Services Officer will provide supervision, ensure DRC project teams and implementing partners' compliance, and serve as a key liaison for support services between field locations and DRC field office in Krakow (and DRC CO in Warsaw as per need).
General Responsibilities:
In coordination with the Support Services Team Leader, take responsibility for the overall day-to-day supervision of procurement, assets, equipment, and receiving of goods and issuing services/job completion certificates in the field location(s), including ensuring the functionality of the Protection Hub in Rzeszów and other protection service points in Przemyśl. In close coordination with the Area Protection Project Manager and Support Services Team Leader, ensure that support systems (petty cash, logistics/procurement, fleet management, and admin) in Protection Hub and Blue Dot Points are set-up and functional in accordance with all DRC SOPs including the Operations Handbook and DRC ERP systems (Dynamics). Responsible for monthly reporting and consolidation of goods delivery, assets management, and supply flow at the Protection Hub and Blue Dot points. Continually identifying ways to improve systems for increased efficiency in support functions and proactively recommending such improvements to Support Services Team Leader and Area Protection Project Manager. Contribute to the overall teamwork, communication, and coordination among the support departments. Work closely with the Area Protection Project Manager, Support Services Team Leader, and Implementing Partners to understand their needs and how the support teams can best support them in achieving quality programming. In coordination with Support Services staff, ensure that new DRC field staff and Implementing Partners are fully aware and compliant with the support procedures. Ensure that documents & files are organized and stored securely in both hard copy and SharePoint. In coordination with the Support Services Team Leader and Area Protection Project Manager, support with inputs for support forecasts/budgeting. Support DRC field teams and Implementing Partners with consolidation and preparation of Purchase Requisitions and accessing DRC Purchase Agreements. Support the Support Services Team Leader and Area Protection Project Manager on field-level donor/internal/external audits & reports related to support functions as needed. Work independently and be able to ensure that the support procedures are followed by DRC field teams and Implementing Partners.External Liaison:
Key focal point for DRC engagement with local landlords, utility providers, and suppliers/contractors. Support in liaising with relevant stakeholders and when requested by Support Services Team Leader.Procurement & Logistics:
Support Supply team and Support Services Team Leader to ensure that inventory and assets lists are maintained and regularly updated, admin stores are managed and maintained in line with DRC guidelines. Support the Support Services Team Leader to ensure the efficient management of vehicles and/or providers of transportation services, as well as to manage local DRC fleet, when available. Facilitate purchasing of supplies and equipment, including those using Low-Value Procurement methodology, ensuring that DRC field teams and Implementing Partners use the appropriate procurement process in accordance with DRC.Finance/Administration:
Provide support to ensure that DRC staff are issued with phones, laptops and track the usage and return of these items. Support DRC Finance Officer to ensure that all cash advances are handled, and payments are processed in a timely manner and in accordance with DRC procedures.
About You
To be successful in this role we expect you to have a minimum of 2 years of proven experience in a similar role, preferably within the humanitarian/NGO sector. Moreover, we also expect the following:
A relevant University degree or similar qualification. Experience in logistics, procurement, finance, fleet management, admin, and/or HR is highly desirable. Understanding of humanitarian principles is a must. Excellent verbal and written communication skills. Proficiency in Microsoft Office. Ability to show initiative and work independently. Positive attitude and teamwork. Ability to multi-task and organizational skills. Fluency in Polish and English is a must.
In this position, you are expected to demonstrate DRC’s 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 type: National Contract
Contract length: 31st December 2023, with the possibility of extension depending on the availability of funding.
Band: Non- Management, H
Base Salary Range: PLN 11,995 - PLN 15,320 gross per month, based on experience.
Duty base: Rzeszow.
Start date: Asap
We offer a competitive salary and benefits in accordance with the Danish Refugee Council’s Terms of Employment for National Staff.
Application Process
All applicants must upload a cover letter and an updated CV in English. Applications sent by email will not be considered.
Applicants must have the legal right to live and work in Poland at the time of the application. DRC does not sponsor visas.
Closing date for applications: February 14th, 2023
Applications will be reviewed on a rolling basis and we, therefore, encourage you to apply as soon as possible.
For further information about the Danish Refugee Council, please consult our website drc.ngo
This vacancy is archived.