Administration Officer

  • Added Date: Wednesday, 29 June 2022
  • Deadline Date: Tuesday, 12 July 2022
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Administration Officer

Duty Station [Hodeida]

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and โ€“ whenever possible โ€“ for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC has been operating in the Middle East (ME) region for over a decade, running a combination of emergency, livelihood, protection and advocacy programmes through Country Offices (COs) in Yemen, Syria, Iraq, Jordan, Lebanon and Turkey with a Regional Office (RO) in Amman.

DRC Yemenโ€™s response

Throughout its nine field offices and a workforce of 450 staff, DRC upholds its main programmatic objectives to provide immediate and life sustaining assistance, to strengthen the protective environment, and to reduce displacement related risks and vulnerabilities by promoting self-reliance at household and community level.

About the job

The administration Officer r is Under general supervision of the base manager, performs a variety of semi-skilled of Travel, Document Handling and Administrative support and HOD base properties

Geographic scope: The duty station of Administration Officer will be based in Hodeida

Employment category: Non-Management

Reporting to: Base Manager

Duties and Responsibilities

Premises

โ€ข Manage all HOD contract arrangements with lessors ensuring that contractual obligations are adhered to.

โ€ข Responsible to track HOD lease contracts and assure the rent is paid in timely manner.

โ€ข Lease new offices, houses and Warehouses by selecting suitable space & location with close collaboration with Safety focal points.

โ€ข Make sure all the Lease contracts documentations are archived, scanned, tracked, share originals with the CO and uploaded to the SharePoint.

โ€ข Ensure that all HOD Premises systems and equipment (power, water, telephone, etc.) are in good working order.

โ€ข Ensure Payment of utilities of HOD premises on time.

โ€ข keep track of keys distributed to staff, records should be established and signed by each staff member.

โ€ข Order office and GHs supplies assuring stock availability of six months with well storing and tracking.

โ€ข Provide the needed supplies for all the staff and events reflecting any withdrawing to the supplyโ€™s trackers on daily bases.

โ€ข Reasonable to apply ways and procedures to assure a wise supplies consumption.

โ€ข Managing reception operations to be tidy, presentable and staffed at all times during office opening hours.

โ€ข Responsible to keep the balloting board updated and containing all the required documents according to the Workplace Information.

Travels

โ€ข Arrange accommodations (GH/Hotel) for all DRC staff traveling to HOD making sure the Travel Policy instructions are adhered to.

โ€ข Pay the accommodation providers invoices on timely basis.

โ€ข Track the accommodation monthly cost by using the used tracking tool.

Documents Handling

โ€ข Archiving and Scan Admin files such Lease Contracts, Supplies Payments, Service Contracts, official communications.

โ€ข Responsible for drafting admin letters, correspondence, Memos and Agreements.

โ€ข All out-going letters/official communications must have DRC references and all registered in the respective logbook and filed (Soft โ€“ Hard) copies.

โ€ข Manage HOD archive according to the Document Handling policy.

โ€ข Responsible to monitor HOD Departments/Projects compliance to the Document Handling policy.

โ€ข Responsible to check all the files before transport them to the CO Archive that they are prepared according to the Document Handling policy

Events Management

โ€ข Maintain updated record of the meeting room bookings.

โ€ข Schedule meetings and conference room, and assist with all requirements (venues โ€“ refreshments โ€“ stationery and equipment)

โ€ข Manage the meeting rooms making sure they are clean and equipped with the necessary equipment and supplies.Duties and Responsibilities

Administrative

โ€ข Share all the updated trackers, documents, and all kind of info with CO when required.

โ€ข Supervise the Admin Assistance, Cleaning staff and GS staff.

โ€ข Responsible for providing efficient and effective office administration.

โ€ข Issue Admin casualsโ€™ contracts and follow up their payments making sure they are handled to the Casual Labor Policy.

โ€ข Track all the Admin invoices and expenses by using the admin overview expense tracker.

โ€ข Follow up Admin cheques with the Finance and delivered them to the suppliers.

Maintenance

โ€ข Make sure all required maintenance of the Offices, GHs, and WHs are provided and their payments are fully paid in timely manner.

โ€ข Make sure there is available advance for the urgent needs.

โ€ข Follow up the office cleaners and make sure they are doing their responsibilities.

โ€ข Assure daily cleaning and maintenance activities.

โ€ข Maintain all supplies and equipment, and ensure proper storage.

โ€ข Inspect Office and GHs regularly to identify problems and necessary maintenance.

About you

To be successful in this role you must have:

All DRC roles require the post-holder to master DRCโ€™s core competencies:

โ€ข Striving for excellence: Focusing on reaching results while ensuring efficient processes.

โ€ข Collaborating: Involving relevant parties and encouraging feedback.

โ€ข Taking the lead: Taking ownership and initiative while aiming for innovation.

โ€ข Communicating: Listening and speaking effectively and honestly.

โ€ข Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRCโ€™s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Experience and technical competencies: (include years of experience)

University degree in a relevant subject;

At least one years of professional experience in a similar position;

Good computer skills (MS Word and MS Excel);

Able to work under pressure; excellent organizational skills;

Excellent, interpersonal and communication skills;

Experience and willingness to travel to field offices; relevant NGO experience is a preferable

Moreover we also expect the following:

Languages: (indicate fluency level)

Good command of English (written, read, and spoken);

We offer

DRC will offer the successful applicant a 5th months contract, renewable dependent on both funding and performance. You must be available to start work As soon as possible and be willing and able to work in Hodeida.

Salary and conditions will be in accordance with Danish Refugee Councilโ€™s Terms of Employment for Nationals; please refer to www.drc.ngo under Vacancies.

Application process

Interested? Then apply for this position by clicking on the apply button.
All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV only applications will not be considered.

If you have questions or are facing problems with the online application process, please contact job@drc.dk

Applications close on the 12th of July, 2022. The interviews will be on a rolling basis and a candidate maybe identified even before closing date

Females are encouraged to apply.

This vacancy is archived.

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