Administration General Support - Receptionist

Admin

Overview

Assist with administrative support and manage reception duties

You have:

• High school degree
• Good command of English (written, read, and spoken)
• Good command of Arabic (preferred)
• Experience in managing reception operations
• Good computer skills (MS Word and MS Excel)
• Experience and willingness to travel to field offices
• Ability to work under pressure
• Relevant NGO experience is preferable

Contract

This is a DRC - National contract. More about DRC - National contracts.

Duty Station [Aden -Yemen]

Who are we?

The Danish Refugee Council (DRC) has been providing relief and development services in the Horn of Africa since 1997. Using a protection of human rights framework, DRC has mainly focused on Somalis who are displaced by conflict. Programmers include protection, livelihood, food and NFI distribution, water and sanitation, and advocacy amongst others. DRC Yemen has been providing relief and development services in Yemen since 2008. DRC has mainly focused on refugees and migrants displaced by conflict and natural disasters.

DRC, through its specialized business unit, Danish Demining Group (DDG) aims to recreate a safe environment where people can live without the threat of landmines, unexploded ordinances and small arms and light weapons”. These goals can be effectively advanced through cooperation and joint action with other organization as well as with integration of operations and programs with its sister organization, DRC.

About the job:

Overall purpose of the role:

Serves visitors by greeting, welcoming, and directing them appropriately; notifies personnel of visitor arrival; maintains meetings & Events, and other Admin duties.

Responsibilities:

Reception:

• Managing reception operations to be staffed at all times during office opening hours
• Ensure reception area is tidy and presentable, with all necessary stationery and kitchen supplies.
• Handles incoming phone calls and redirect them to the required staff.
• Responsible to keep the balloting board updated and containing all the required documents according to the Workplace Information.
• Guide visitors and inform them about DRC visitors’ roles.
• Support the safety front reception with the below
  • Their files, folders, forms, and document handling are according to the policy.
  • Their balloting board is containing all the required info according to the Workplace Information.
  • In/Out messages and documents are distributed and handled correctly.
  • Provide them with the needed supplies, equipment and furniture.

Supplies Management:

• Manage the office supplies store assuring stock availability of six months with well storing, tracking, and raise reports of the stock and refilling needs.
• Provide the needed supplies for all the staff and events and reflect any withdrawing to the supply’s trackers on daily bases.
• Track the supplies cost by filling the invoices to the overview expense tracker including those PR that procured through SC.
• Reasonable to apply ways and procedures to assure a wise supplies consumption.

Events Managements:

• Assists with events arrangement & scheduling appointments, calls and communication.
• Manage the meeting rooms booking making sure they are clean and equipped with the necessary tools and supplies.
• Schedule meetings and conference rooms with all requirements (venues – refreshments – stationery and equipment).
• Greeting DRC guests and informing a cleaner to serve them with coffee, water or biscuits.
• Maintain updated record of meeting room bookings.

Communication:

• Collect staff contact details and ensure that all info is updated and in staff directory, and Update the south telephone list.
• Update the Expats phones trackers.
• Follow up the air time service providers invoices and clear their outstanding balance.
• Follow up with IT to prepare and provide SIM card for the new expats.

Administrative:

• Issue casuals’ contracts and follow up their payments making sure they are handled to the Casual Labor Policy.
• Archive, Scan and upload Admin files like Supplies Payments, Service Contracts, with other related documents.
• Responsible for drafting admin letters, Memos and Agreements.
• Responsible for following up with housekeepers and providing wit hall needed cleaning materials and items.
• Responsible for translating Admin documents from English to Arabic and vice versa.
• Track all the Admin invoices and expenses by using the admin overview expense tracker.
• Support the Admin assistance / maintenance with:
  • Documents & Payments archiving.
  • Fill the trackers of maintenance and expenses overview, including those PR that procured through SC.
  • Raise DX Payments, PRs, fill GRNs, LVO or any other required documents.
  • DX matters as leaves.
  • Track the GS team leaves and share a monthly report.
• Follow up Admin cheques with the Finance and delivered them to the suppliers.
• Performing multifaceted general office support.
• Any other task as given by the Supervisor.

About you

To be successful in this role you must have:

Experience and technical competencies:

• Good command of English (written, read, and spoken);
• Good computer skills (MS Word and MS Excel);
• Able to work under pressure;
• Good organizational skills;
• Good 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

Languages:

• English Writing and reading.
• Arabic (preferred)

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 (J Non- Manager) and will be reporting to Administration 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 four pages). Both must be in the same language as this vacancy note. CV only applications will not be considered.

Females are encouraged to apply for this position.

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

Applications close 17 September 2022. The interviews are expected to take place**, in two weeks after advertisement closing date.**

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

Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: drc.ngo