Administration Officer
Oversee administrative support and office management operations.
This opening expired 3 years ago.
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Overview
Oversee administrative support and office management operations.
You have:
- Experience in humanitarian administration work.
- University degree in Administration or equivalent professional qualification.
- Proficiency in written and spoken Ukrainian language.
- Intermediate or Advanced English speaking/reading/writing.
- Excellent skill in MS Word, Excel, and PowerPoint.
Contract
This is a DRC - National contract. More about DRC - National contracts.
Danish Refugee Council (DRC) is an international non-governmental organization, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world.
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 improve the efficiency and cost-effectiveness of the administrative operations.
Responsibilities:
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.
- Drafting meeting minutes.
- Tracking action points according to meeting minutes.
- Provide support to Area Manager and area senior management team on searching actual legislation and policies.
- Communicate with local authorities and other NGOs/CSOs on request of Area Manager or Advocacy Coordinator.
- Assist in preparing MoUs with local authorities, NGOs/CSOs.
- Assist with travel and accommodation.
- Jointly with Finance and Programs units organize the contract’s scanning and storing, archiving documents and transfer to Kyiv archive;
- Any other duties as requested by Area Manager.
Facilities Office management
- Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, 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.
- Maintain and update lease agreements and coordinate the renewal of leases for office premises, guesthouse and expatriate housing. Act as the focal point for liaison with landlords.
- 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.
- Manage the administration team to ensure overall efficiency.
Rental apartments/Guesthouse management
- Management of the rental apartments/guesthouse ensuring all infrastructures are safe and functioning.
- Oversee all aspects of upkeep and cleanliness at the rental apartments/guesthouse.
- Ensure rental apartments/guesthouse stocks and supplies are in place, and monitor their utilization.
- Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.
About you:
- To be successful in this role we expect you to have experience in humanitarian administration work
- Commitment to learning and implementing organizational policies and procedures.
- Excellent skill in MS Word, Excel, and PowerPoint
- Experience in managing ERP system is an asset
Education:
University degree in Administration or equivalent professional qualification
Languages:
- Proficiency in written and spoken Ukrainian language.
- Intermediate or Advanced English (speaking/reading/writing).
We offer:
- Contract length: 12 months with the possibility of renewal depending on the effectiveness and funding of the program. Preliminary 3-month trial
Start date: As soon as possible
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff.
Application process
All applicants must send a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.
Closing date for applications: 31 May 2023
We reserve the right to conduct further interviews before the deadline for submission of applications.
For further information about the Danish Refugee Council, please consult our website drc.ngo
Potential interview questions
| Can you describe your experience in managing administrative support for humanitarian projects? | The interviewer wants to assess your direct experience relevant to the role. | Provide specific examples of your past responsibilities and achievements in similar roles. |
| How have you ensured compliance with organizational policies in your previous roles? | This question evaluates your understanding and commitment to policies and procedures. | Pro members can see the explanation. |
| What systems or processes have you developed to improve administrative efficiency? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of how you managed communication with local authorities or NGOs? | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies do you use to maintain safety and security in office environments? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 3 years ago
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Updated 1 year ago
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Source:
drc.ngo
