Administration Officer ACAPS Netherlands The Hague

Admin

Overview

Manage ACAPS procurement and administration tasks efficiently.

You have:

• Vocational training in a relevant field or equivalent experience.
• Experience working in an office administration role.
• Fluent written and oral communication skills in Dutch and English required.
• Experience working with procurement processes in a humanitarian/recovery context is an asset.
• Proficient knowledge of standard ICT office support tools.
• Experience managing an office in the Netherlands is a strong asset.

Position: Administration Officer

Reports to: ACAPS Procurement and Administration Officer

Supervision of: No direct line management responsibility

Budget responsibility: N/A

Duty Station: The Hague, Netherlands

Travel: None

Duration & contract type: Employer of Record contract, 12 months renewable. Must already have the right to live and work in the Netherlands (no visa will be sponsored)

About ACAPS

Who we are

ACAPS is an independent analysis provider. We are an independent analytical voice helping humanitarian workers, influencers, fundraisers, and donors make better-informed decisions and respond more effectively to disasters.

What we do

We inform crisis response: We aim towards reshaping the humanitarian narrative by providing timely and independent needs analysis, data, training, and methodological tools while advocating for a more evidence-based response to crises.

We collaborate with honesty and Creativity: ACAPS maximises synergies with humanitarian responders, specialised analytical organisations, academic institutions, the private sector, and civil society and encourages them to implement a collaborative approach.

As humanitarian needs continue to rise steeply, there is an increasing parallel demand in the sector for high-quality, independent analysis to guide resource prioritisation and programmatic responses. ACAPS is uniquely positioned in the humanitarian architecture to respond to these challenges, operating as a global public good to the humanitarian sector by providing independent, multi-sectoral analysis to enable humanitarian stakeholders to better understand and address the needs of crisis affected populations across the globe.

ACAPS is a project hosted by the Norwegian Refugee Council (NRC) and governed by a Consortium of NRC, Save the Children and Mercy Corps. ACAPS is currently at an exciting stage of its growth trajectory, with a fast-expanding decentralised global team. Due to an increased awareness of ACAPS value add to the humanitarian sector, ACAPS conducts analysis on crises in Afghanistan, Colombia, Ethiopia, Sudan, Ukraine, and Yemen with team members working within many of these countries. This is in addition to multiple global teams providing analysis spanning over 150 countries and 100 active crises worldwide.

Purpose of the position

The Administration Officer is responsible for preparing all procurement documentation in compliance with procedures and policies and for performing general office management and administration support for the ACAPS Hague Office.

Success Factors

The ideal candidate will demonstrate strong organisational skills and a service-oriented mindset. S/he will have demonstrated problem-solving skills and the ability to quickly implement improvement/adjustments to ensure smooth office functioning for ACAPS. The successful candidate will have strong emotional intelligence, strong communication skills and be able to work closely with a diverse team of individuals.

Operate in line with the ACAPS values

We share and strive to maintain the values of agency, candour, integrity, diversity, evolution, ambition, and collaboration in everything we do. The post holder is expected to develop the position in line with these values. The ACAPS values live in the way we manage our teams, create our content and engage with stakeholders.

We are an equal opportunities employer. We are committed to diversity without distinction to age, gender, religion, ethnicity, nationality, and physical ability.

Qualifications

Professional competencies

• Vocational training in a relevant field (e.g. école de commerce, secretariat) or equivalent experience.
• Experience working in an office administration role. Administrative experience in humanitarian or private sector, including a variety of different areas (e.g. Administration, HR, facilities) is desirable.
• Experience working with procurement processes in a humanitarian/recovery context is an asset
• Proven skills with multi-tasking in a fast-paced office environment
• Ability to effectively work within a multi-cultural and multi-time zone environment
• Problem solving skills, results oriented approach
• Fluent written and oral communication skills in Dutch and English required
• Experience managing an office in the Netherlands is a strong asset
• Proficient knowledge of standard ICT office support tools including spreadsheets, word-processing and presentation software.

Behavioural Competencies:

• Ability to work independently
• Planning and delivering results
• Communicating with respect and tactfulness
• Initiating action
• Attention to detail and organisation
• Adapting and responding to change

Responsibilities

Administration and procurement

• Ensure adherence with NRC policies, tools, handbooks and guidelines
• Fulfil and supervise the whole procurement process for goods and services as per NRC Logistics Handbook, SOP’s, and per donor requirements where required.
• Prepare all appropriate purchases supporting documents and files for approval and submission for finance for timely payments of procured goods, services, and consultancy contracts
• Execute, following appropriate authorization, purchase and delivery of supplies, revise of contracts for purchasing of Goods and Services
• Train staff and consultants on procurement rules and requirements from finance unit
• Ensure proper filing (electronic and physical) of all support documents
• Handle ACAPS credit cards, travel expenses and reimbursement claims
• Support the Finance unit as required (timesheets, invoice reminders, etc)
• Contribute to drafting new ACAPS policies and guidelines around procurement and administration, in line with donor requirements.

Office management

• Overall management of the ACAPS office in The Hague Tech
• Liaise with building landlord and manage conference room booking events when necessary
• Liaise with external suppliers including phone/Internet company/landlord
• Manage the inventory of office and IT supplies (in the Hague and remotely in the hubs). Ordering additional supplies as needed and maintaining the assets register
• Oversee administration of IT assets, office keys, security badges, parking spaces and other processes or systems as needed (e.g. copier, scanner, dishwasher)
• Answer and manage incoming calls
• Manage in and out postal and courier services

Perform other duties, as assigned by the Line Manager.

Critical interfaces

• Closely work with the ACAPS Finance Unit
• Collaborate with the ACAPS IT providers
• Collaborate with HagueTech management

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: nrc.no