Administration Officer

Contract

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

Vacancy Announcement

The Danish Refugee Council (DRC) is an international humanitarian organization founded in Denmark in 1956. DRC implements relief and development activities in more than 30 countries throughout the world, assisting more than 1.5 million people of different ethnicities and religions. DRC is a non-governmental, non-political and non-religious organization – and in DRC, people’s right to a life with dignity takes precedence over politics and principles. DRC has been operating in Myanmar since May 2009 and in Rakhine State since 2010, responding to the humanitarian needs in the aftermath of the Cyclone Giri. DRC has recently expanded its programme providing shelter, WASH, NFIs, livelihood support and community assistance to the people affected by the June and October 2012 events in Rakhine State. DRC Myanmar in Rakhine State is funded by ECHO, SDC, DFAT, USAID and UN agencies, including UNHCR, UNICEF and UNFPA.

To strengthen DRC’s Programme in Rakhine State, DRC is looking for highly motivated and capable candidates to fill the position of

Administration Officer (1 Post)

Duty Station: Sittwe Office, Rakhine State

Report to : Human Resources and Administration Team Leader

Overall purpose of the role:

• Oversee all aspects of administrative support at the DRC office and guest houses, ensuring efficient operations and procedures.
• Implementation of administrative policies at DRC premises (office and guest houses).
• Develop systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.

Geographic scope: Area (Rakhine, Sittwe)

This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to base operations.

Specific duties and responsibilities

Facilities Office management

• Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Coordinating building and maintenance issues for general repair (heating and air conditioning, security, etc.) and updating (cleaning, painting, etc.)
• Oversee all aspects of office maintenance and cleanliness.
• In conjunction with the safety team, ensure safety and security issues for the general security of the office.
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
• Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
• Supervise the administration team to ensure overall efficiency
• Provide orientation about office facilities to the new staff.

Guesthouse management:

• Oversee all aspects of upkeep and cleanliness at the guesthouse.
• Ensure guesthouse stocks and supplies are in place and monitor their utilization.
• Develop and update the guest house user’s tracking sheet.
• Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.
• Provide orientation of facilities to the new staff (residing in the guest houses).

Travel arrangements:

• Upon receipt of approved travel /accommodation forms from staff, make necessary arrangements and coordinate with logistics and admin team in Sittwe and other DRC locations for appropriate travel and accommodation arrangements.
• Upon receipt of approved request, make hotel / venue bookings for accommodation and or meetings/workshops etc.
• Ensure hotel/venue invoices are received and reconciled. Verified invoices/payment sheets are submitted to finance department for payment.

Administrative support:

• Ensure all utility payments are done on timely basis.
• Ensure meetings for the senior management team are organized and other administrative support as may be required. Booked meeting room as required.
• To Maintain sufficient amount of Mobile phone credit as per the approved list of staff. Keep the record of disbursement on monthly basis.
• Ensure purchase requests process for monthly use office supplies and stationaries.
• Ensuring Office supplies and stationaries are maintained, including checking inventory.
• Creating, updating, and maintaining admin related record and database
• Assist Line Manager in updating policy and procedure as required.
• Any other duties as requested by Manager.

Supervisor responsibilities

• Coordinates the daily activities of small teams, often comprised of subordinates and/or employees carrying out similar tasks
• Does not have direct line management responsibility for staff, but may contribute to recruitment and/or performance appraisal of members of the team
• Implements the manager’s decisions through the work of subordinate employees, often playing a role in deciding how to do it; and how to achieve the objective set by the manager.

Experience and technical competencies:

• At least 2 years' experience in administration, in an international NGO in a similar role.
• Bachelor’s degree in relevant discipline
• Certificate Business Management or Office administration is added advantage
• Experience in dealing with large volume of travel and accommodation requests and arrangements.
• Good working knowledge of Microsoft office package (MS Word, Excel, Power point, email) and proficient user of office equipment (photocopier, scanner etc.)
• Experience with following standard procedures and guidelines
• Strong organizing skill with problem solving – attitude.
• Attention to detail
• Advanced English proficiency
• Fluency in local language

All DRC roles require the post-holder to master DRC’s 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. "

We Offer:

• Starting date of employment: July 2022.
• Contract length: DRC’s Staff Contract includes a probation period of 3 months. Renewables depend on both funding and performance.
• Salary: Competitive salary according to the DRC Myanmar salary scale.

This position is open for Myanmar National only. DRC strongly advocates for equal opportunity and promotes a diversified and inspiring working environment. Therefore, qualified candidates of ethnic minorities and women are strongly encouraged to apply.

Application process:

Applicants who meet the above-mentioned requirements should apply by submitting their applications in English (consisting of Cover Letter and CV of no more than 4 pages, including contact details of 3 professional references) and CV only applications will not be considered. Apply button.

• Only shortlisted applicants will be contacted for a written test in English and an interview.
• After the closing date, applications are not to be considered. Please note that due to the urgency of this position, applications will be reviewed on an on-going basis and DRC reserves the right to initiate the recruitment process before the deadline for applications.

Deadline for submission of applications: 21-June-2022 (5PM/COB)