Support Services Officer

Support Services Officer

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Support Services Officer

About the job

The Support Services Officer is responsible for supporting operational compliance with DRC’s Operations Handbook. The role focuses primarily on procurement and HR functions within the Somaliland office, while also offering support to safety and logistics operations at the area level.

Your main duties and responsibilities will be:

Supply Chain

•   Ensure all procurement processes comply with DRC’s Operations Handbook.

•   Maintain and update area procurement plans in collaboration with program teams on a quarterly basis.

•   Lead ITB/RFP procurement processes at the area level in coordination with Country Supply Chain.

•   Process PRs & POs via DRC Dynamics for BH/Line Manager approvals.

•   Coordinate with the Country Office for supplier vetting and registration.

•   Ensure timely delivery of goods/services and prompt processing of supplier payments.

•   Conduct quality and quantity checks on deliveries; ensure required documentation (GRN, product receipts) is completed.

 APPLY FOR POSITION

 Application due: 8/27/2025

Workplace: Hargeisa

Skills, Experience, Qualification and Competencies.

Academic Qualifications:

·       Bachelor’s degree in business administration, Public Administration, HR Management, Supply chain, Logistics or other closely related fields.

·       Desired: master’s degree in business administration.

Required Experience:

·       Minimum 2–3 years of experience supporting HR processes, including recruitment, staff contracts, onboarding, and personnel file management.

·       Minimum 4 years of experience in procurement, tendering processes (ITB/RFP), supplier management, and contract administration.

·       Minimum 3 years of logistics experience, including fleet/movement coordination, transport planning, and documentation management.

·       At least 1–2 years of experience supporting safety and security functions, including staff movement planning, security briefings, and compliance with safety protocols.

Technical Skills:

·       Solid understanding of HR procedures and compliance requirements.

·       Strong knowledge of procurement guidelines, market assessments, and value-for-money principles.

·       Demonstrated ability to manage warehouse, fleet, and asset systems efficiently.

·       Good knowledge of safety/security protocols and risk management processes.

·       Experience working with ERP systems (ideally Dynamics or similar) for HR and supply chain modules.

·       Strong IT skills, including Microsoft Office Suite and document management systems (e.g., SharePoint).

General Competencies:

·       Strong organizational, coordination, and reporting skills with high attention to detail.

·       Excellent interpersonal and communication skills to work effectively with diverse teams, suppliers, and stakeholders.

·       Demonstrated ability to manage competing priorities and deliver results under pressure.

Fluency in written and spoken English

Contract type:

•   Ensure value for money in all single-source procurement activities.

•   Draft procurement contracts and framework agreements for managerial review and approval.

•   Manage contract amendments as needed and maintain an updated contracts schedule.

•   Keep procurement files audit-ready and ensure proper documentation is uploaded to SharePoint under the SL/HGA folder.

•   Responsible for overseeing efficient warehouse operations, including inventory control, storage, documentation, and compliance with organizational policies and safety standards

•   Support asset management by maintaining an up-to-date register and tagging new assets.

•   Manage DRC and rental vehicle management, allocation, and maintenance.

•   Oversee day-to-day logistics operations in the Somaliland Area Office, ensuring compliance with DRC’s logistics procedures.

•   Oversee and support the Logistics Assistant in executing day-to-day logistics operations.

•   Ensure proper planning and tracking of goods movement in collaboration with the Logistics Assistant and relevant program teams.

•   Review and verify logistics documentation (e.g., waybills, delivery notes, GRN fuel documents and Log sheets) for completeness and compliance before submission.

•   Monitor vehicle usage and maintenance schedules in coordination with the Logistics Assistant to ensure optimal fleet management.

•   Provide timely and regular supply chain reports to the Area Manager and Country Office on a Monthly basis and upon request.

•   Mentor and coach other SC staff in the Area office.

HR and Administration

•   Assist the Area Manager in maintaining updated staff personnel files.

•   Support the onboarding and exit processes of Somaliland National staff under the guidance of the Area Manager.

•   With support from AM assist the annual registration renewal process for Somaliland office.

•   Review all area-level Recruitment Instruction Form (RIF) for casual and enumerator recruitment.

•   Maintain and update the casual and enumerator rosters for the Somaliland office.

•   Draft casual contracts for Area Manager approvals.

•   Prepare staff contract renewal/extension letters for AM review and CD approvals.

•   Create and maintain a comprehensive filing system, including the archiving of key documents.

Safety

•   Assist the Head of Safety/CO Safety team in security risk assessment for area office staff movements.

•   Support the security briefing and orientation of new staff and visitors from CO/Other AOs.

•   In collaboration with HoSS & AM draft and disseminate as required SMS alert advisories for DRC Somaliland staff in the staff WhatsApp group when relevant and significant security incidents occur, or elevated threat levels are reported.

•   Oversee the Area staff movement and ensure all movements are conducted in-line with the DRC Somalia/Somaliland Programme Field Travel Safety and Security SOPs

DRC Dynamics

•   Heavy User role in DRC Dynamics (ERP System) – HR module and deliver tasks as per the defined DYN roles and responsibilities.

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.

National contract

Homepage:

drc.ngo

ABOUT DRC

Founded in 1956, DRC Danish Refugee Council is Denmark’s largest, and a leading international NGO. We have continuously been ranked as one of the best NGOs in the world - and are one of the few with a specific expertise in forced displacement. In around 35 countries, we protect, advocate and build sustainable futures for refugees and other displacement-affected people and communities.

We offe

Contract length: 12 months

Band: Employment Band Non-management H2

Work location: Hargeisa

Start date: 7th September 2025

Reporting to: Area Manager

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for employees on national contract.

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: 27th August 2025

For more information about the Danish Refugee Council, please visit our website drc.ngo.

Danish Refugee Council is an equal opportunity employer. We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment regardless of personal characteristics or attributes

DRC as an employer

By working in DRC, you will be joining a global workforce of around 6500 employees in around 35 countries. We pride ourselves on our:

•   Professionalism, impact & expertise

•   Humanitarian approach & the work we do

•   Purpose, meaningfulness & own contribution

•   Culture, values & strong leadership

•   Fair compensation & continuous development

DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.

If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport

Danish Refugee Council is an equal opportunity employer and we consider all applicants based on individual merit and qualifications, regardless of personal characteristics or attributes. We are committed to increasing the diversity of our workforce, aiming for a 50% balance of men and women in management roles and ensuring that at least 50% of management roles are filled by national staff. We recognize that a diverse and inclusive team is crucial fo