Administration Officer
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