Administrator Myanmar Maungdaw

Position:                                   Administrator 1 post

Reports to:                               Field Office Coordinator

Supervision to:                         cleaning staff

Duty station:                             Maungdaw 

Category and Level:                 Grade 4, Step 1

Duration:                                  Up until 31 December 2024

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1. Role and responsibilities

   The following is a brief description of the role.

   Generic responsibilities 

   These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

2. Welcome visitors to the NRC office, and direct them accordingly
3. Adhere to NRC policies and procedures
4. Update the duty roster of cleaning staff and ensure order and cleanliness and hygiene and waste.
5. Receive, distribute and register faxes, mails, documents and reports 
6. File administrative documents according to procedures 
7. Ensure that utility bills (e.g., electricity, water, internet) are paid on time 
8. Arrange for staff transport and accommodations.
9. Provide secretarial support such as typing, takings minutes, drafting letters, etc.
10. Facilitate maintenance of NRC Office, NRC Guest House, NRC warehouse premises
11. Assist Field Office Coordinator at any activities related with Government authorities and Ministries concerned, in order to accomplish the NRC activities in line with time frame.
12. Understand the annual activity and work plans, and work with Field Office coordinator to ensure effective relationship and compliance with the requirements of the line Ministries.

    Specific responsibilities 

    These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly. 

13. Receive, register and distribute incoming/outgoing mail as requested.
14. Monitor daily attendance lists of personnel in Maungdaw office, assist with necessary preparations and process with attendance list as donor requirements. 
15. Ensure availability of standard NRC forms (updated version) at reception counter. 
16. Ensure that the office stationery, office supplies and guesthouse supplies are ordered on time, raise purchase request.
17. Assist Field Office Coordinator with proper keep and filing of administration correspondence documents both hard and soft copies in server. 
18. Assist in the ID card preparation required by Admin/HR department. 
19. Assist with English-Myanmar translation as required. 
20. Maintain NRC archive and NRC computerized filing tree for administration section according to NRC guidelines.
21. Assist program staff/ HR Department in events/meeting planning and arranging as required.
22. Arrange for issuance of staff business card and stamps. 
23. Organize and coordinate meetings, catering.
24. Assign the cleaning staff duties roster basis for warehouse/office. 
25. Undertake the responsibility of maintenance, repairing and partition works in offices, guesthouse and warehouses. 
26. Collect the list of new procurement/repairing items of office furniture, visibility, etc. and raise purchase request. 
27. Improve the waste management system of NRC office.
28. Support staff healthy living standard by improving clean environment. 
29. Any other duties assigned by supervisor.

    Critical interfaces

    By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 

30. Finance & Logistics Department
31. Admin/HR Teams in Sittwe Offices.
32. All Staffs in NRC Myanmar. 
33. Competencies 

    Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

    1. Professional competencies 

    These are skills, knowledge and experience that are important for effective performance. 

    Generic professional competencies: 

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    •       Experience from working with administration

    •       Previous experience from working in complex and volatile contexts

    •       Documented results related to the position’s responsibilities

    •       Knowledge about own skills/profile 

    •       Some knowledge of English 

    Context/ Specific skills, knowledge and experience: 

    •       Strong communication, interpersonal, analytical and negotiation skills.

    •       Ability to multi-task, motivating and monitoring team work.

34. Solid experience of working with windows-based computer software and modern control system. 

     2. Behavioural competencies (max 6)

    These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

35. Working with people
36. Planning and delivering results
37. Communicating with impact and respect
38. Handling insecure environments

    3.         Performance Management

    The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: 

    •     The Job Description 

    •     The Work and Development Plan 

    •     End-of-trial Period Performance Review Template

    •     The End-term Performance Review Template

    •     The NRC Competency Framework The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country. Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks. NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.