Being an employee of the Norwegian Refugee Council (NRC) in Ethiopia the Administrative Assistant/Receptionist is expected to represent NRC in a responsible manner and always act in accordance with NRC’s Code of Conduct.

Role and responsibilities

The purpose of the Administrative Assistant position is day to day implementation of the support functions responsibilities. Use actions words such as ensure, implement or assist for the position relevant responsibilities.

Generic responsibilities

Ensure adherence with NRC policies, tools, handbooks and guidelines
Implement delegated support function portfolio according to plan of action
Prepare and develop status reports as required by management
Ensure proper filing of documents
Promote and share ideas for improvement of the support function

Specific Responsibilities:

Receiving visitors to the office in a cordial and respectful manner;
Make appointments and keep itineraries for the Country Director and NRC visitors;
Minute secretary to all administrative and staff meetings.
Track and follow up staff medical issues.;
Register and distribute in- and out-going mail in accordance with the NRC Filing Key;
Be responsible for receipts and deliveries through DHL or other courier agencies and regularly check NRC;
Maintains petty cash fund of the Country Office in compliance of financial procedure.
Screens monthly bills settlement of telephone, fax, and internet and ensures that payments were timely effected. Ensures on-time availability of mobile scratch cards to entitled staff.
Operate the NRC switchboard, photocopier and maintain updated contact lists for NRC;
Make travel arrangements, booking of flights and hotel accommodation for visitors;
Assist in any administrative matters: filing, typing, updating of phone lists, keeping adequate stationery supplies for office consumption.
Monthly Admin reports are prepared
Clear record of all deliveries and office supplies
Minutes of staff meetings are recorded and filed
Record of all the correspondences in and out are kept
Maintain NRC archives according to NRC guidelines;
Fulfill any other related duties as may be requested

Critical interfaces

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

HR at the RO
HR at Area Offices

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:

Professional competencies

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

Generic professional competencies:

BA degree in Management or related fields with 5 years of relevant work experience in Administrative service preferably in INGO.
Experience from working as a Support Function Officer in a humanitarian/recovery contex
Previous experience from working in complex and volatile contexts
Documented results related to the position’s responsibilities
Good knowledge of English
Commitment to Humanitarian Principles and action

Context/ Specific skills, knowledge and experience:

Understanding of the relevant laws and statutory requirements.
Good communication and interpersonal skills – builds good relationship with internal and external stakeholders
Wide knowledge of the INGO operations and the dynamics of the humanitarian sector
Keen sense of compliance with policy and procedure
Good employer-employee contract negotiation skills
Personal conflict resolution and problem solving skills
Strong organizational and team working skills
Good cultural awareness and sensitivity
Basic employee counselling skills
Highly confidential
Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communications.