Administration Officer

Contract

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

Introduction

The Danish Refugee Council 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.

The Danish Refugee Council was founded in Denmark in 1956 and has grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Based in Copenhagen (Denmark) and present in forty countries, the Danish Refugee Council is a non-profit-making, politically independent, non-governmental, and non-denominational relief organization.

Our vision is a dignified life for all displaced. All our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, honesty, and transparency.

1. Background

DRC has been operating in West Africa since 1998. DRC and its technical unit, the Danish Demining Group (DDG), have had an operational presence in Nigeria since July 2015. DRC has four main offices in Abuja, Yola, Maiduguri, and Mubi and five in deep field locations across Northeast Nigeria including, Mafa, Ngala, Bama, Pulka, and Michika.

1. Purpose

Danish Refugee Council is currently looking for an Administration Officer in Abuja, Nigeria. Under the supervision of the Country Human Resources and Administration Manager, the Administration Officer supports the Country Office. 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. This role has a country focus and ensures compliance to DRC procedures and guidelines within the country.

Duties and Responsibilities

The main responsibilities and tasks of the Finance Management are the following:

Facilities Office management

• Ensure all office facilities are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Oversee all aspects of office maintenance in liaison with supply chain and responsible for the general cleanliness.
• In liaison with the safety team, ensure safety of the office.
• Responsible for Timely renewal of the Organisation MOU
• Maintain, update and coordinate the renewal of leases for office premises, guesthouse(s) 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.
• In Liaison with Supply Chain, your responsible for repairs and maintenance of facilities in compliance with DRC standards and procedures.
• Maintain an inventory list on the office keys distribution and update this on a monthly basis.
• Manage all conference hall bookings, provide support to the organization of in-house trainings and meetings and ensure the venue is in order, stationary available, food and refreshments are provided as and when required.
• Oversee consumable and stationary stores management, restocking office consumables and supplies, monitoring consumption and stocks and reviewing stock reconciliations as required.
• Ensure that the stores are in good condition to maintain supplies.
• Responsible for raising all Purchase Requisitions for Office and guesthouses supplies, maintenance, follow up on validity of frameworks and renewals timely.

• Timely payment of all utility, maintenance bills, all administrative expenses as may a raise etc.

  Guest Houses management:

• Responsible for safe and functional guesthouses.

• Oversee the general standards of living and cleanliness of the guesthouses and expat staff houses.
• Maintain guesthouses stocks and supplies, and monitor their utilization.
• Ensure the Guesthouse Handbook is updated on regular basis, and available at the guesthouse.
• Act as focal point for guesthouses and expatriate houses, liaise with property landlords on any matters arising.

• Focal point of contact for all staff and guests residing at the facilities to raise any matters, concerns etc. at the facilities as and when.

  Staff Travel and Accommodation

• Focal point of contact for all DRC staff and guests travel plans, to DRC-Nigeria, Country and Area offices.

• Oversee all domestic flight travel bookings by UNHAS for staff and ensure that all travel grievances are resolved in a timely manner.
• Maintain and update on a daily the Travel and Accommodation Trackers
• Responsible for all DRC Staff and Guests accommodation booking and communication to all in this regard respectively.

• To raise purchase requisitions for all expenses related to Travel and Accommodation for all DRC staff and guests accordingly.

  Service contract and Lease management

• Monitor all services Contracts and Frameworks and keep updated all trackers. i.e. Office, Guesthouses and expats houses trackers, Hotel booking tracker, Utilities payment tracker, and many others with details respectively.

• In liaison with supply chain team on the expiry of leases, service contracts and Frameworks and ensure that a renewal is ready a month before the expiry date.
• Submit all Administration Trackers and Reports on a monthly basis to the HR and Administration Manager.
• Maintain clear and orderly hard copy filing and on the Administration Folder on SharePoint of all Administration tasks mostly leases, Frameworks, service contracts, utilities and many others.
• In Close liaison with supply chain develop and maintain an updated pool for casual workers, Maintenance companies/mechanics.

• Any other duties as assigned by your line manager.

  Supervisory Role

• Daily Supervisory of the Office premises cleaners (both staff and Daily workers)

• Supervisory of Housekeepers for the guesthouses day to day activities.

1. Required Qualifications

• A University degree in the field of Business Administration or Secretarial studies or Human Resources management, or similar filed.
• Minimum Two (02) years’ experience of Administration, Executive Secretariat, Human Resources and other related specifically with International NGOs, Embassies, UN Agencies and other similar sectors mid-management level.
• Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services.
• Excellent command of the Microsoft office. Previous experience working with an ERP System is an added advantage.
• Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Advanced English proficiency
• Fluency in local languages

1. Required Skills & Qualities

• Core Competencies of DRC:
  • Striving for excellence
  • Collaboration
  • Taking the lead
  • Communication
  • Demonstrating Integrity

1. General Regulations

• The employee shall follow DRC instructions on safety, confidentiality, and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework
• Employees should not engage in any other paid activity during the DRC contract period without prior authorization.
• Employees should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period.
• Employees should not give interviews to the media or publish project-related photos or other material without prior authorization.
• Employees shall return all borrowed equipment for the project to DRC after the end of the contract period or upon request.

1. Application Process

Are you interested? Then apply for this position online**: www.drc.dk/about-drc/vacancies/current-vacancies.** All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English.

DRC provides equal opportunity in employment and prohibits discrimination in employment based on race, sex, color, religion, sexual orientation, age, marital status, or disability.

DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process.

Applications close on the 23rd of January 2024. Applications submitted after this date will not be considered.

Due to the urgency of the position, DRC has the right to recruit a candidate who matches the required profile before the above deadline.