IT & Admin Officer

Contract

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

The Danish Refugee Council (DRC) is a leading protection agency with a mandate to promote and protect durable solutions to conflict and displacement-affected populations based on humanitarian principles and human rights. DRC is implementing a multi-sector response to support Ukraine refugees, IDPs, and host populations both within Ukraine and the neighboring countries of Poland, Romania and Moldova, and wider Europe. Due to the ongoing conflict that began in February 2022, DRC opened offices in Poland, Moldova, and Romania to provide support to the displaced population in partnership with civil society organizations and national NGOs, duty bearers, and other actors. DRC continues to implement in these three countries through partnerships, technical assistance, and capacity exchange, and direct implementation in some cases.

About the Job

We are looking for an IT & Admin Officer to join Danish Refugee Council in Poland, in Warsaw. If you are keen to work with a people-centered approach and are no stranger to IT and Administration processes this might be the right fit for you. We are looking for a dynamic and ambitious person who can provide IT and Administrative assistance and support in compliance with DRC's and local guidelines and procedures.

As IT Officer (50% of daily tasks) you will be supporting, maintaining, troubleshooting, and updating systems, hardware and software including peripherals on a day-to-day basis. We expect you to be able to independently manage DRC ICT systems as well as implement new systems, manage ICT infrastructure, ICT assets and status reporting.

As Administration Officer (50% of daily tasks) you will support the Head of Support Services in managing and delivering administrative services for Poland, together with other colleagues, based in Warsaw office.

Responsibilities:

IT

Provide (ICT) technical support services to end-users.

• Ensure user support (Help Desk) and advice on ICT related matters (L2)
• Troubleshoot, resolve, and keep reported records of users' problems & solutions offered not limited to IT, DRC Dynamics (L2)
• Ensuring Compliant image installation of OS on computers as per the updated version from DRC HQ (L2)
• Ensure usage of DRC official tools (e.g. cloud storage)
• Install and configure the ICT infrastructure (hardware, software, telecommunications) and information systems in alignment with HQ guidelines.
• Install, configure, and maintain security for LAN/WAN, Firewall, Internet, wireless, and remote access services while complying with DRC Service Level Guidelines/Standards.
• Analyze local requirements and update HQ on the systems used
• Provide on-call/remote technical support not limited to the duty station assigned (L2)
• Provide technical support in optimization and automation of workflow processes to staff
• Provide induction and User Guide packages for newly joining staff.
• Provision of technical setup for meetings
• Analyzing local IT solutions, practices and requirements and relaying to DRC HQ IT

• Recommend Information Technology strategies, policies, and procedures by evaluating organization outcomes, identifying problems, evaluating trends, and anticipating requirements reporting to DRC HQ IT

  Collaborate with the line Manager to:

• Timely notifying management of IT needs and requirements in the assigned location; assist in procurement of ICT goods and services, benchmarks, preparing technical specifications.
• Implement new software systems/solutions and undertaking upgrades of local systems as per the DRC standards and guidelines.
• Work on documentation, and implementation of various local systems. Create and maintain good technical documentation,

• Implement the ICT component of the business continuity and disaster recovery plans for the assigned offices.

  Additional tasks:

• Support users in Dynamics (DRC’s ERP Software) as super user (with relevant training) –in support from Dynamics superusers or HQ Dynamics team
• Stay current with technology changes, applicable systems, industry trends and developments especially in Networking Infrastructure and new wireless networking trends coupled with third party power tools to optimize the performance of remote access;
• On request perform any other additional duties assigned by the supervisors

Administration

• Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners etc.) and promptly advise the department on restocking needs.
• Maintain and update contact lists.
• Review and verify bills received for facilities (office, permanent staff residences) including utilities, maintenance, provision of standard supplies, and new furniture or equipment.
• Prepare ID cards and deliver visibility items to the staff.
• Act as a focal point for all staff travel arrangements including the booking of flights, car rental, train tickets, and hotels.
• Ensure visitors are advised in advance of all arrangements and provided with pre-arrival briefing including contacts.
• Assist with the allocation of staff to rooms in the guesthouse(s).
• Assists in the provision of staff support to the office, maintaining calendars and travel arrangements, screening, analyzing, and handling day-to-day problems and situations.
• Act as a focal point and arrange for maintenance for the office and the permanent staff residences in Warsaw. Experience and technical competencies:
• Minimum of 2 years of professional experience in administration, project coordination, processing internal documentation, etc., including minimum of 1 years’ experience working with computer, network administration with end user supportExcellent attention to details.
• Proficient with Microsoft products not limiting to Office Suite, cloud and technologies and Windows
• Basic knowledge of Azure Cloud Servers
• Familiarity with Power Automate
• Desirable knowledge of Kobotoolbox
• Understanding Digitization and impact on our systems
• Proven ability to prioritize tasks, meet deadlines and work with minimal supervision in high pressure environment with multiple tasks, changing priorities, and changing resources
• A team-focused mentality with the proven ability to work effectively with diverse stakeholders, including different groups, partners, and nationalities.
• Strong initiative and self-motivated, with a strong commitment to the humanitarian principle.

• Flexible, enthusiastic, and willing to learn from others Education:

  At least Bachelor's Degree in computer sciences or other closely related engineering/science fields or administration, or a first university degree with relevant combination of academic and professional qualifications.

  Languages:

• English with good communication skills
• Proficiency in Polish In this position, you are expected to demonstrate DRC’s five core competencies:
• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with DRC’s vision and values

• We Offer

  Contract type: National Contract

  Contract length: 31st December 2023, with the possibility of extension depending on the availability of funding.

  Band: Non- Management, H1

  Duty base: Warsaw

  Start date: Asap

  We offer a competitive salary and benefits in accordance with the Danish Refugee Council’s Terms of Employment for National Staff.

  **Salary range: 11995 PLN- 13225 PLN

  Application Process**

  All applicants must upload a cover letter and an updated CV in English. Applications sent by email will not be considered.

  Applicants must have the legal right to live and work in Poland at the time of the application. DRC does not sponsor visas.

  Closing date for applications: Aug 16th, 2023

  Applications will be reviewed on a rolling basis and we, therefore, encourage you to apply as soon as possible.

  For further information about the Danish Refugee Council, please consult our website drc.ngo