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 – whenever possible – 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 Yemen’s response

Danish Refugee Council (DRC) has been operating in Yemen since 2008 using a protection of human rights framework. DRC initially worked in Yemen with mixed migrants coming from the Horn of Africa who are displaced by conflict and drought. Since then, DRC expanded its sectors of intervention and is now providing humanitarian assistance in nineteen governorates throughout the country. Current programme sectors include protection, food security & livelihoods, WASH, Shelter, humanitarian mine action and CCCM.

About the job:

Overall purpose of the role:

Under general supervision of the south Admin TL, performs a variety of semi-skilled of Travel, Document Handling and Administrative support and Aden base properties.

Responsibilities:

Premises

Support with all Aden contract arrangements with lessors ensuring that contractual obligations are adhered to.
Responsible to track Aden lease contracts and assure the rent is paid in timely manner.
Support with Lease new offices, houses and Warehouses by selecting suitable space & location with close collaboration with Safety focal points.
Make sure all the Lease contracts documentations are archived, scanned, tracked, share originals with the CO and uploaded to the SharePoint.
Ensure that all Aden Premises systems and equipment (power, water, telephone, etc.) are in good working order.
Ensure Payment of utilities of Aden premises on time.
keep track of keys distributed to staff, records should be established and signed by each staff member.
Order office and GHs supplies assuring stock availability of six months with well storing and tracking.
Provide the needed supplies for all the staff and events reflecting any withdrawing to the supply’s trackers on daily bases.
Reasonable to apply ways and procedures to assure a wise supplies consumption.
assure reception operations to be tidy, presentable and staffed at all times during office opening hours.
Responsible to keep the balloting board updated and containing all the required documents according to the Workplace Information.

Travels

Arrange accommodations (GH/Hotel) for all DRC staff traveling to Aden making sure the Travel Policy instructions are adhered to.
Pay the accommodation providers invoices on timely basis.
Track the accommodation monthly cost by using the used tracking tool.

Documents Handling

Archiving and Scan Admin files such Lease Contracts, Supplies Payments, Service Contracts, official communications.
Responsible for drafting admin letters, correspondence, Memos and Agreements.
All out-going letters/official communications must have DRC references and all registered in the respective logbook and filed (Soft – Hard) copies.
Assure Aden archive is handled according to the Document Handling policy.
Responsible to monitor Aden Departments/Projects compliance to the Document Handling policy.
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

Maintain updated record of the meeting room bookings.
Schedule meetings and conference room, and assist with all requirements (venues – refreshments – stationery and equipment)
Manage the meeting rooms making sure they are clean and equipped with the necessary equipment and supplies.

Administrative

Share all the updated trackers, documents, and all kind of info with CO when required.
Supervise the Admin Assistance, Cleaning staff and GS staff.
Responsible for providing efficient and effective office administration.
Issue Admin casuals’ contracts and follow up their payments making sure they are handled to the Casual Labor Policy.
Track all the Admin invoices and expenses by using the admin overview expense tracker.
Follow up Admin cheques with the Finance and delivered them to the suppliers.

Maintenance

Make sure all required maintenance of the Offices, GHs, and WHs are provided and their payments are fully paid in timely manner.
Make sure there is available advance for the urgent needs.
Follow up the office cleaners and make sure they are doing their responsibilities.
Assure daily cleaning and maintenance activities.
Maintain all supplies and equipment, and ensure proper storage.
Inspect Office and GHs regularly to identify problems and necessary maintenance.

About you

To be successful in this role you must have:

Experience and technical competencies:

At least one years of professional experience in a similar position;
Good command of English (written, read, and spoken);
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.

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.

• Collaborating: Involving relevant parties and encouraging feedback.

• Taking the lead: Taking ownership and initiative while aiming for innovation.

• Communicating: Listening and speaking effectively and honestly.

• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Moreover, we also expect the following:

Required qualifications:

Education :

High school degree or a relevant subject;

Languages:

Arabic – Fluent
English- Basic

We offer

DRC will offer the successful applicant a contract until December 2022, 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 Aden.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment. This position will be placed at Band (I Non- Manager) and will be reporting to Admin Team Leader.

Application process

Interested? Then apply for this position by clicking on the apply button or the link below. All applicants must send a cover letter and an updated CV (no longer than two 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 21 July 2022. The interviews are expected to take place**, in two weeks after advertisment closing date.**

Female candidates are encouraged to apply.

Need further information?

For more details on this position, please contact [email protected].

Please note that applications sent directly to [[email protected]] will not be considered.

For further information about the Danish Refugee Council, please consult our website www.drc.ngo

Apply now

Added 2 years ago - Updated 2 years ago - Source: drc.ngo