Support Assistant At Danish Refugee Council

DRC Mexico Search

Support Assistant based in Reynosa, Tamaulipas

National Contract

JOB TITLE: Support Assistant (Administration and logistics)

Band: I2

Salary: 18,500 – 20,000MXN before taxes and other deductions by law.

Reports: Tamaulipas Base Manager

Technical line manager: Support Team Leader Direct Reports: none

Unit/Department: Support

Location: Reynosa, Tamaulipas

General objective:

Under the direct supervision of the Base Manager in Tamaulipas, the Support Assistant will be responsible for providing financial and logistical support at the Tamaulipas base in charge of regular monitoring of support activities (Finance, logistics, HR).

General Responsibilities:

Supply Chain:

• Provide support in the management of purchase requests (PR) and requisition of professional services relevant to DRC programs in the Tamaulipas office.

• Prepare all relevant documentation for DRC and ensure adequate support, including correct documentation in accordance with procurement processes are completed accurately.

• Prepare all relevant documentation for DRC and guarantee adequate support in supplier selection, preparation of contracts for services and all related documentation for the correct implementation of the requested services.

• Collect quotes from suppliers, track purchases/contracts with suppliers as indicated by the needs of the Tamaulipas operation.

• Track the status of Purchase Request and keep the requester(s) aware of the estimated delivery time or any changes that may affect or modify the predetermined delivery conditions.

• Manages the inventory of office supplies and consumables, as well as plans quarterly purchases for office supplies.

• Maintain and update a digital filing system for documents that support acquisitions

• Production of monthly purchasing reports (PR Value Report, Purchase Tracker)

• Prepare and present the list of payments that need to be processed with the finance department. Any other task assigned by the Line Manager / Technician.

• Must be able to maintain a high level of confidentiality regarding work-related information and data.

Inventories:

• Carry out an inventory (semi-annual) of all warehouse items.

• Ensure all items in the warehouse are properly stored, stacked and accurately accounted for at all times.

• Vehicle management:

• Fill out vehicle usage reports according to the standards established by DRC.

• Support in the planning of travel routes, considering distances, times, road conditions, among others.

• Report any incident or situation outside the regulations that occurs in the use of the vehicle.

Finance:

• Prepare and account for payments to suppliers, checks (receipt receipts) and/or transfers

• Carry out the accounting record in the ERP of all transactions carried out by DRC México (Tamaulipas).

• Provide monthly support to the finance officer to keep track of logistical and programmatic advances of the base.

• Provide support to the programs team to close travel reports and reimbursable expenses.

• Support officers requesting financial and logistical information for donor/HQ audits.

Other administrative activities:

• Provides support to the HR officer in the application of tests and in-person interviews at the base.

• Supports the induction process of new personnel.

• Organizes the logistics of personnel traveling to the base, this includes hotel reservations, internal transfers

• In conjunction with the base manager, he organizes the logistics of the programmatic staff that travels from Reynosa to Matamoros and other nearby locations.

Technical Experience and Competencies

• Minimum 2 years of experience in administrative areas, preferably 1 year of experience in finance and logistics in humanitarian organizations

• Maximum level of respect and integrity with internal and external clients of the organization

• Orientation to problem solving

• Ability to work under stress

• Excellent management with technological tools

• Intermediate knowledge of MS Word, Excel and PowerPoint

• Basic knowledge of finance and purchasing management.

• Motivation for the humanitarian sector

• Good communication

Education:

Diploma or University Degree in Business Administration / Logistics / International Trade / Accounting or its equivalent in experience.