Administration Officer Poland (National Position)

This opening expired 1 year ago. Do not try to apply for this job.

NRC - Norwegian Refugee Council

Open positions at NRC
Logo of NRC

Application deadline 1 year ago: Wednesday 30 Nov 2022 at 15:25 UTC

Open application form

Contract

This is a Professional contract, Grade 5 (NRC) contract. More about Professional contract, Grade 5 (NRC) contracts.

Background

The Norwegian Refugee Council (NRC) is an independent, non-profit, humanitarian organization. Since the onset of the war in Ukraine, we have seen a large-scale of displacement of Ukrainians fleeing to the neighboring countries. In response to this, NRC is in the process of setting up humanitarian operations for refugees arriving in Poland, Romania and Moldova. We are focusing on an integrated approach that combines our sectoral areas of expertise – education, protection, urban displacement outside camps, legal aid (ICLA) and shelter – with the needs of a mobile refugee population, working to a great extent through local partners.

We are seeking a highly motivated and experienced Administration Officer, to be based in Warsaw. The purpose of an Office/Admin Officer is to implement delegated area of responsibility of Administration in Warsaw office. The Administration Officer will ensure implementation of NRC policy, procedures and tools.

Roles and Responsibilities;

Generic responsibilities:

  • Ensure adherence with NRC policies, tools, handbooks and guidelines
  • Implement delegated support function portfolio according to plan of action
  • Prepare and develop status reports as required by management
  • Ensure proper filing of documents
  • Promote and share ideas for improvement of the support function

Specific responsibilities;

  • Ensure that the NRC office is in compliance with all administrative legal requirements i.e. taxes, government registrations and licenses
  • Responsible for welcoming visitors to the NRC office, and direct them accordingly
  • Ensure order and cleanliness of the office
  • Responsible for timely settlement of utility bills. (e.g. electricity, water, phone) and make sure they are paid on time. Update and monitor tenancy and other agreements to ensure these are up-to-date at all times.
  • Implement NRC Terms and Conditions of service, policies, and procedures.
  • Supervise the maintenance of the office and the office equipment in collaboration with the logistics department.
  • Responsibly for arranging for visitor’s visa letters, making travel arrangements, booking of flights and hotel accommodation for staff, consultant and other visitors
  • Responsible for all administrative matters: including maintenance of confidential documents, filing, typing, updating of phone lists, keeping adequate stationery supplies and maintaining inventory of office equipment, furniture and fittings
  • Help HR Manager in the maintenance of an effective, efficient and up to date staff records and filing system including contracts, leave, etc.
  • Any other tasks assigned by line manager

Below is the general person profile that we are seeking:

  • University graduate, in Business Administration or related field
  • Minimum 2 year of relevant Administration, office management experience
  • Documented results related to the position’s responsibilities
  • Fluency in English, both written and verbal
  • Good communication and interpersonal skills
  • A strong administrative service orientation
  • Keen sense of compliance with policy and procedure
  • Personal conflict resolution and problem solving skills
  • Strong organizational and team working skills
  • Highly confidential
  • Good computer application skills

What We Offer

  • Duty Station: Warsaw (Poland)
  • Contract: up to June 2023 national contract with the possibility of extension depending on funding.
  • NRC’s Salary Scale: NRC offers a competitive compensation and benefits package.
  • Start date: Immediately – within the next few weeks

NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.

“Only EU nationals and those with the right to work in Poland will be considered for this role”

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