Administration Officer(Country)

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DRC - Danish Refugee Council

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Application deadline 1 year ago: Tuesday 31 May 2022 at 23:59 UTC

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Contract

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

Background:

DRC Somalia Programme is the largest programmes in East Africa region. DRC is among the INGOs with the largest presence in Somalia, with country-wide programmes implemented through six main sub offices in Somaliland, Puntland, Hiran Region, Gedo Region, Bay Region and Banadir Region.

Overall Purpose of the role

This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The Admin officer will double up to manage Country Senior Management Team high level strategic meetings and documentation to ensure adequate support and a proactive approach to achievement of country objectives. He/She is responsible for Overseen all aspects of administrative support at DRC country office, ensuring efficient operations and procedures.

Responsibilities: (in bullet points)

SMT Support

  • To produce a record of action points agreed at SMT and Country Bilateral meetings and to follow up on these with the individuals concerned between meetings so as to keep track.
  • Coordinate with sector heads at Extended CO SMT level to ensure the smooth running of Periodic Reviews as identified by the Country Director.
  • To act as coordinator for specific projects adopted by country Office and ensure required updates are provided to country SMT.
  • To maintain and ensure easy tracking of documents, physical and electronic filing system of the SMT and coordinate with the IT team to ensure that documents on SharePoint are regularly updated and staff have the required access rights.
  • Develop and maintain the Event calendar as agreed by SMT and liaise with staff to ensure that planned events do not clash with other meetings.
  • Follow up with the Country SMT and Head of Departments and ensure quarterly reporting and reviewing of the results contract is submitted to country Director on time.
  • Coordinate with HQ and ensure required support and updates of reports are archived as required.

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 country office maintenance and cleanliness.
  • Ensure availability of water in the offices by monitoring the water dispensers in the office
  • In conjunction with the safety team, ensure safety and security issues for the general security of the office.
  • Ensure country office supplies are in place, coordinate with COS staff the required stationeries and request to be made in good time
  • Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
  • Manage the administration team to ensure overall efficiency.

Guesthouse management:

  • Management of the guesthouse ensuring all infrastructures are safe and functioning.
  • Oversee all aspects of upkeep and cleanliness at the guesthouse.
  • Ensure guesthouse stocks and supplies are in place, and monitor their utilization.
  • Ensure the Guesthouse Handbook/SOP is updated on regular basis, and available at the guesthouse.
  • Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.

Administrative support

  • Share SOP for international arrivals with experts before arrival to the country
  • Request visa/Work permit for experts
  • Ensure experts are issued multiple Visa/Work permit within one month of arrival in the country
  • Keep Track of Visa/Work permit expiration date and ensure renewal is done in good time
  • Prepare invitation letter in good time, share with international arrivals & keep track on the same
  • Share work permit and Visa tracker with manager
  • Ensure international staff has internet back up/dongle
  • Facilitate CD approvals and track all original documents and transfer of respective locations
  • Any other duties as requested by Manager.

Experience, Education and technical competencies: (include years of experience)

  • At least 3 years' experience in administration, in an international NGO/UN working closely with senior management team in coordination of critical events
  • Degree in relevant field; Business Administration, International development/relations, communication
  • Experience and highly proficient in Microsoft Office programs: Word, Excel, Outlook.
  • Demonstrated ability to manage processes and maintain accurate records.
  • Ability to write in a clear and concise manner and to communicate effectively orally.
  • Strong interpersonal and organization skills coupled with ability to integrate and harmonize with diversified staff.
  • Excellent organization skills, able to multitask and prioritize with positive attitude, attention to details, accuracy, patience and persistence.
  • Flexible and ability to multi-task and prioritize large and diverse workload in fast paced environment with competing priorities, and ability to remain calm in demanding situations.
  • Ability to resolve problems quickly and effectively and recommend appropriate course of action in consultation with line manager.
  • Pleasant personality, flexible and outgoing.
  • Ability to work independently and to maintain flexibility in working hours.
  • Must have strong oral and written communication skills; must be a good listener. Regular use of phone and email for communication is essential.

Languages:

Fluency in written and spoken Somali & English

ABOUT YOU

In this position, you are expected to demonstrate DRC’ five core competencies: Striving for excellence: You focus on reaching results while ensuring an efficient process. Collaborating: You are a strong networker and enjoy working with many different types of stakeholders, you involve relevant parties and encourage feedback. Taking the lead: You take ownership and initiative while balancing the role of advisor and taking leadership Communicating: You write and speak effectively and honestly and display political and cultural sensitivity, including ability to adapt well to local cultures Demonstrating integrity: You act in line with our vision and values.

Conditions

Availability: June 2022

Duty station: Mogadishu

Reporting to: Head of Support Services

Duration: 7 Month with possibility of extension based on performance and funding

Contract: This position is graded as Band H-Non-Management for qualified national staff and the terms of employment will be in accordance with DRC terms for national staff.

The position is open to Nationals ONLY

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap. Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics.

Commitments DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html). All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

Application Applicants must send a cover letter and an updated CV in English. The cover letter should outline your personal motivation for applying and your key qualifications for the position. We only accept applications sent via our online-application form on www.drc.ngo under Vacancies. Applications sent by email will not be considered. Please forward the application and CV, in English through the online application on www.drc.ngo under Vacancies no later than 31st May 2022.

If you have questions or are facing problems with the online application process, please visit drc.ngo/job support

Added 1 year ago - Updated 1 year ago - Source: drc.ngo