Liaison & Administration Officer (Readvertised)

Contract

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

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Liaison & Admin Officer to be based in Warsaw, Poland.

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 on the basis of humanitarian principles and human rights. DRC is implementing a multi-sector response to support Ukraine refugees, IDPs and host populations both within Ukraine and in the neighbouring countries of Poland, Romania and Moldova and wider Europe. Since late February 2022, nearly 4 million Ukrainians and third-country nationals have crossed the border to Poland. As part of its neighboring country response, DRC is establishing an operational presence in Poland to support displaced populations through partnership with civil society organizations and national NGOs, duty bearers and other actors.

About the job

As Liaison & Admin Officer you will in coordination with the Poland Response Manager and in cooperation with the Support Service Manager, is supporting external representation with local authorities, landlords, utilities and service providers, and other relevant stakeholders. You provide support and technical guidance to HR and Supply Chain functions, as much as to the Response Manager and external representation. You ensure compliance with DRC procedures and guidelines within the DRC Country Office. You contribute to developing operational strategies and priorities, which are translated into action plans and day-to-day tasks. Your main duties and responsibilities will be:

Liaison

• Maintain relations with key government (including local authorities) stakeholders to ensure DRC is able to operate smoothly in areas of operations in Poland, regularly coordinating with relevant focal points to ensure all actors are appropriately updated on DRC activities and programming.
• Work closely with and provide advice to the Program Teams to understand their programs and be able to support to facilitate their work as required.
• Be the first point of contact for DRC engagement with local authorities.
• With the assistance of the Response Manager, engage with local authorities’ representatives and public servants.
• With the assistance of the Response Manager, ensure that DRC maintains regular communication and when requested is represented and local coordination meetings, especially in Warsaw.
• In coordination with the Response Manager, Admin & Liaison officer is responsible for official communication to local authorities and other stakeholders, including attending meetings on behalf of DRC and providing in-person translation for the Response Manager, as required.
• Responsible for maintaining up-to-date contact lists, stakeholder mapping & analysis, and files of all official administrative and registration documents (hard and soft copy).
• Liaise with relevant stakeholders in order to facilitate DRC work in Warsaw and other areas as directed by the Response Manager.
• Undertake necessary steps to secure premises, and authorizations, as directed by the Base Manager.
• Work closely with and advise the Response Manager, Program and Quality Assurance Manager, and Support Services Manager on access, and stakeholder support issues.
• When requested, participate in Senior Staff meetings and planning sessions to provide strategic inputs on liaison and admin work activities.

Admin

• When required, provide translation of documents (rental lease, staff announcements, scope of work) and in-person translation for the Response Manager and Support Services Manager in meetings.
• Support HR Coordinator to organize staff induction and orientation and ensure that staff are fully aware of the admin procedures.
• Ensure that Human Resource information like DRC ID cards and Dynamics accounts are kept and availed to relevant parties on a timely basis.
• Coordinate with Supply Chain team to ensure that DRC facilities, assets, and services are appropriately maintained, including office, guesthouse, IT, and internet.
• Conduct duties in accordance with DRC programs Standard Operating Procedures (SOPs);
• Conduct duties in accordance with DRC Code of Conduct.
• Any other relevant duties may be assigned by the line manager.

About you

To be successful in this role we expect you to have at least two years of experience handling support, admin, liaison in the NGO or private sector, including office management, admin, representation and communication. Moreover, we also expect the following:

• Experience working for a UN / Non-Governmental Organization preferred.
• Fluency in Polish & English. Ability to speak Ukrainian and/or Russian preferred.
• Excellent Microsoft Office skills, including excel, powerpoint etc. Excellent communication and interpersonal skills, and demonstrated ability to engage with communities, authorities and other stakeholders.
• Ability to work sensitively with vulnerable people, taking into account gender, age and diversity.
• Demonstrated ability to collaborate and work as part of a team to achieve joint objectives, in a multicultural context.
• Ability to act calmly in tense situations, handle sensitive and confidential information with discretion, and act with transparency and integrity.
• Solution-oriented approach, with strong problem-solving and analytical skills.
• Detail oriented, with ability to organise and manage information, plan and manage workload, prioritise, and deliver to deadlines.
• Willingness to work in the field and travel when needed.

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 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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: 6 months

Band: H

Designation of Duty Station: Warsaw

Start date: asap

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

Application process

Applicants must upload a cover letter and an updated CV in English. A****pplications sent by email will not be considered.

Closing date for applications: October 28th 2022

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.