Job Vacancies at Danish Refugee Council (DRC)

Danish Refugee Council (DRC) is a Danish international non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world. DRC is present in more than 30 conflict territories around the world assisting displaced people with shelter, food, income-generating activities, and a wide range of other assistance. It is of utmost importance for DRC to work in compliance with the DRC Accountability and Quality Management system and national legislations. Smooth, reliable and effective operational systems are preconditions for DRC to maintain its position as a trustworthy and reliable partner for our donors and an accountable organisation towards our beneficiaries.

We are recruiting to fill the position below:

Job Title: Human Resources & Admin Team Leader

Location: Maiduguri, Borno
Contract type: National contract

The Position

• The HR Team Leader serves as the focal person for HR in the office covering Borno and Yobe states.
• Supports the preparation of HR tasks and maintenance of staff information.
• Works within the HR administration procedures of DRC, municipal policies and procedures and in compliance with all national acts and legislation.
• The HR Admin Team Leader supports the Head of Base with reports for senior management in-country.

Responsibilities
Administration:

Leave Management:

• Manage Annual Leave, Sick Leave and other national staff leave. Ensure leave is approved in Dynamics and update the database.
• Coordinate with Team Leaders and Managers on Annual Leave Plan for all national staff at the location.
• Follow-up with the staff on a monthly basis on leave plan and obtain justification for not following the leave plans by national staff.

Local Legislations / Taxes

• Ensure all staff taxes and legislative obligations are done on time as per the government deadlines.

Office Management:

• Ensure all administrative matters are properly followed up and legally standing according to the Nigerian legal systems / requirements.
• Keep track, record and properly manage the issue and letters which DRC gets from governmental departments.
• To ensure staff requiring Visas and other legal documents are organized in a timely manner.
• Filing of all project-related documents and development of a transparent and efficient filing system of all administration records as per DRC filing procedures.
• Ensure all office utilities and infrastructures are appropriate, safe and functioning. (electricity, gas, security, up keeping of premises, health and safety, internet, telephones, photocopiers etc.).
• Coordinate the Admin staff to ensure all necessary office resources (Stationaries, office supplies, drinking water are stocked and managed.
• Coordinate the Admin Staff to ensure the guest house is properly managed.
• Organize meetings, training and other events.
• Coordinate the flight bookings and organize pick up/drop off for the passengers in coordination with the Logistics department.
• Manage consolidated local staff contact list & Institutional address list updated and submitted by HR Assistants from all Bases every month.

Human Resources:

• Ensure all staff are given the contracts (along with the required attachment) & DRC ID cards on the first working day and staff information data is filled and filed.
• Follow up with the staff and obtain file one copy of staff contract along with the attachment in personal file.
• Ensure all staff personal files are updated according to the checklist/DRC procedures on a constant basis.
• Ensure all staff complete the Induction (as per the DRC induction checklist) before sent to work.
• Prepare the monthly Payroll Leave Schedule for national staff and share with HR Coordinator by 17th of every month.
• Ensure that all recruitments are done in accordance with DRC recruitment processes.
• Organize training on CoC and PSEA for staff. Brief on other HR policies/procedures to staff when it is necessary.
• Review HR-related documents before the Area Manager and CD approves.

Dynamics:

• Ensure all new staff are hired in Dynamics
• Guide staff to log in to Dynamics and emails on the first day of resumption.
• Manage and ensure staff allocation and resources scheduling is completed at the end of each month
• Extend staff contract before expiration
• Manage leave request, irregularities with leave balances and guide staff.
• Coordinate training for staff on HR, Finance and Supply Chain Dynamics training.

Performance Objectives:

• Follow up with Line supervisors and ensure the Performance (Probation) objectives are set and filed within two weeks of the appointment date.
• Ensure the reminders on staff performance (Probation) evaluations are sent to the line managers and final evaluations are filed before the deadline of Probation evaluation. (Performance evaluations has to be approved by the line manager and forwarded to the Country Director’s approval before filing).
• Ensure all probation and Performance appraisals are entered in Dynamics

Communications:

• Facilitate regular staff communication, through arranging regular staff (preferably weekly) meetings and ensuring relevant information is being passed on to the field offices.

Other:

• The focal point for HR Administration in the office
• Serve as a technical resource person for the HR department.
• Report to the HR Coordinator any irregularities that occur within the DRC office, staff compound and sites on DRC policy and procedures.
• Follow any new procedures and guidelines designated in circulars from Country Director / HoSS / RO and HQ.

NB: The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Key Requirements
Education:

• University degree in Human Resources / Administration, Business Administration and other related disciplines

Experience:

• At least three years’ work experience in the field of Human Resources and Administration in an NGO / Commercial sector.
• Hands-on experience / skills in MS Office applications
• Experienced in working with Homere
• Knowledge of ERP will be an added advantage.

Desirables:

• University degree in Human Resources / Finance / Accounting / Commerce / Business Administration.
• Fluency in written and spoken English. Fluency in local spoken languages.

Conditions

• Availability: ASAP
• Salary and conditions: In accordance with Danish Refugee Council’s Terms of Employment;
• The income will be subject to statutory deductions as per applicable Nigeria laws. The employee is responsible for tax returns.

Conditions

• Availability: ASAP
• Salary and conditions: In accordance with Danish Refugee Council’s Terms of Employment;
• The income will be subject to statutory deductions as per applicable Nigeria laws. The employee is responsible for tax returns.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Job Title: Supply Chain Team Leader – Logistics

Location: Maiduguri, Borno
Contract type: National contract

The Position

• Provide support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of supply chain – Logistics activities in accordance with the Operations Handbook and Program Manual with adherence to the donor guidelines.

Responsibilities
Warehousing:

• Ensure goods purchased are in accordance with specified requirements and match given specifications before accepted in to the warehouse.
• Ensure goods purchased are delivered to the appropriate location and/or person(s) in a timely manner, providing continuous feedback to the Area Manager.
• Assisting in the development of procurement plans providing Logistics related inputs during proposal development.
• In collaboration with procurement teams, Implement relevant framework agreements and framework contracts for recurring and routine procurements
• Ensure that all stocks are tracked correctly and stock tracker is circulated to programme managers on a weekly basis
• Participate in evaluation of relevant bids and proposals when requested and assist with the preparation of contracts.
• Assist with warehouse management tasks when required including ensuring warehouse documentation is maintained in accordance with DRC policies, overseeing deliveries to and dispatches from DRC warehouses and checking stocks levels.
• Initiate sporadic physical stock counts in collaboration with programme staff
• Maintaining of office store
• Ensure quality of goods received are in alignment with specifications in purchase request in collaboration with relevant technical programme staff.
• Guarantee live update of stock report and dissemination to relevant management and staffs on a weekly basis

Capacity building:

• In consultation with Area Manager with support from the Coordinator, plan and manage the capacity building of all staff, in addition to providing support to programme staff on relevant procedures and processes.

Staff Management:

• Responsible for direct line management of large Logistics staff in Maiduguri and in deep field locations based on the set up of the team.

Facility Management:
Utilities:

• Arrange to coordinate the work of service providers in plumbing, electricity, etc. Ensure that the above services are of satisfactory quality and certify the accuracy of the related requests & invoices;

Maintenance:

• Ensure the daily maintenance of the air conditioning, electricity, water and any repairs in consultation with the lessor / landlord;
• Equipment:
• Ensure the functioning of equipment in office & guest house compounds, in common areas, such as: conference / meeting room equipment etc. Coordinate and ensure small one-time repairs, those of a more important nature to be done in consultation with Area Manager, Procurement.
• Ensure the provision and continuity of services outside office hours and on holidays through appropriate maintenance contracts developed in collaboration with procurement and area manager.

Petty Cash:

• Manage allowed amount of petty cash for day-to-day expenses and prepare a detailed and accurate report of expenses together with supporting documents and submit them for approval to the Area Manager before any further bailouts.

Assets / Inventory:

• Oversee all tasks related to asset management including maintaining the asset register, asset cards and personal issue forms. Perform a quarterly physical asset check.
• Support and provide Technical Guidance towards the Field Offices
• Managing the merging of data, and regular update of DRC Dynamics ERP Software

Collaborations:

• Work closely with the Logistics sector & other partners in handling transportation of relief items to the field locations.
• Focal point to Logistics sector and responsible for handling cargo clearance processes

NB: The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Key Requirements
Essentials:

• 3-5 years’ experience in supply chain, including procurement, logistics, fleet management, transportation asset inventory.
• Experience of building and developing the capacity of supply chain staff through the use of training, performance management frameworks and development plans
• Essential experience in managing large warehouses and MSUs
• Knowledge & experience of dealing with service providers and contractors’ management.
• Excellent computer skills in MS Word & Excel

Desirables:

• Flexible & willing to work in a remote setting & to travel to other field locations.
• Experience with standard Logistics procedures mainly warehouse, Transportation, Inventory and Asset Management and documentation.
• Experience with construction and site project management.
• Experience with electrical installations.
• Experience working in an (I)NGO setting

Conditions

• Availability: ASAP.
• Salary and conditions: In accordance with Danish Refugee Council’s Terms of Employment;
• The income will be subject to statutory deductions as per applicable Nigeria laws. The employee is responsible for the tax returns.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Application Method

• CV and Cover Letter indicating and explaining the suitability to the position applied.
• Provide contact details (name, position, email address and tel. no.) of 3 professional non-related references, whereas 1 must be for the latest employer. Please do not attach any written recommendations.
• Applications should be addressed to: “Recruitment Manager”.
• Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered. CV-only applications will not be considered.
• Applications will be reviewed on a rolling basis and the position may be filled before the closing date.

Note

• Due to the urgency of the position, applications will be reviewed on a rolling basis and the post may be filled before the deadline.
• Applications sent/received after the deadline will not be considered
• Only short-listed applicants will be invited for a written test and oral interview.
• DRC Nigeria does not charge any fees for recruitment and does not use any employment mediator.
• The position is for Nigerian Nationals only.