Administration Officer

Contract

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

Vacancy Announcement

The Danish Refugee Council / Danish Demining Group (DRC/DDG) assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunities 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. In Myanmar, DRC has been present since 2009, and since June 2012 broadened its presence via the Danish Demining Group (DDG) - DRC’s division for Mine Action. DRC/DDG is currently engaged in responses in Rakhine, Kachin, and Northern Shan states. Our response targets displaced, and displacement-affected communities and other vulnerable communities in some of the most deprived areas of Myanmar. Key activities include protection (including Child Protection, GBV and Protection Monitoring), CCCM, WASH, Livelihoods and mine action.

To support and strengthen the DRC / DDG programme in Myanmar we are looking for highly motivated and capable candidates to fill the position of

Administration Officer (1 Post)

Duty Station : Yangon Head Office

Reports to : HR and Administration Manager

Direct Reports : No direct report but supervisor for Assistant and Cleaners

Overall purpose of the role:

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

Specific duties and responsibilities

• Handling of domestic and international hotel and flight ticket booking
• Handling of WFP relief flight booking representing our organization
• Handling government-related processes such as visas, travel authorizations, FRC and Form C, following up with the concerned ministry and department
• Acting as the focal person for the staff onboarding and relocation during the end of the mission of the expatriates
• Updating and sending the welcome pack to the new expatriates
• Handling expat staff accommodation and payments in coordination with the Supply chain.
• Going to embassies for visa process and Immigration Department
• Sharing and exchanging the internal information with the field admin focal persons, government liaison persons and area managers
• Coordinating with the supply chain department and field offices to organize the transports
• Collecting quotations from potential suppliers when required.
• Preparing and settling the payments in coordination with Finance focal persons
• Coordinating with the suppliers for the payments
• Building long-term business relationships with suppliers in Myanmar and Bangkok.
• Acting as a focal person for organizing workshops, seminars, events and annual reviews and transports
• Supervise the Admin team members; Admin Assist, cleaners and contribute to their performance reviews.
• Developing/ Creating the templates for visa and travel authorization applications, letters of recommendation, office and kitchen supply requisition forms and control sheets, and travel request tracker sheet.
• Preparing a monthly duty roster for the cleaners

Experience and technical competencies:

• Must have a minimum of 2 years of relevant working experience in Admin or office management.
• Knowledge of web-based system
• Strong knowledge in Admin and office tasks of INGOs
• Microsoft office package etc.
• A commitment to honesty and transparency
• Strong organizational and communication skills, cooperation and working relationship
• Proven team player and ability to work effectively in the multi-cultural working environment
• Graduate from a recognized university
• Diploma in Business Administration or equivalent professional qualification.
• Professional fluency in English and Myanmar. A good understanding of any of the local languages will be considered an asset.

Key stakeholders: (internal and external)

• CD, SMT, ESMT, AMs
• Support Services teams in CO and AO
• DRC expat staff
• Service providers

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: As soon as possible.
• Contract length: Until the end of December 2022, including 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 Nationals 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: 29-Sept-2022 (COB)