Administration Assistant 133 views0 applications


Title: Administration Assistant

Location:  Addis Ababa

Reports to: HR and Administration Manager

Grade – G1

Start of Contract & Duration: 12 months with Possibility of Extension

Posting date: June 18, 2021

 

INTRODUCTION

 

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

OVERALL PURPOSE OF THE JOB

The Administration Assistant will be responsible to be a first contact person for visitors and as administrative assistant facilitate/support the programme and support department with administrative issues.  Work closely with HR department with welcoming new staff, travel arrangement, and overall office management.

 

DUTIES AND RESPONSIBILITIES

Receive visitors:

§  Receive visitors, welcome them with reading material and coffee/tea and inform the person concerned.

§  Arrange appointments when required and fill the appointment board.

§  Receive  DRC visitors to the DRC office  and arrange Guest house or hotel booking

§  Assign intern –receptionist to monitor landline calls, receive DRC guests and keep reception area tidy and inviting

§  Ensure the direct line phone is working properly and staff are using the telephone log book

                                                                          

Office management

§  Process monthly request for office supplies including paper, stationery, toner, refreshments, cleaning materials etc.

§  Ensure all utility payments are done on timely basis for both office, guest house and rented house for expats.

§  Maintain comprehensive labelled files of all correspondences, Flight booking, travel request and authorization, Visitor slog and other Administration documents

§  Perform clerical/typing assignments; And collect letters from Post office.

§  Edition and producing of business cards for DRC staff as approved

§  Keep track record on purchase and usage of office supplies, cleaning materials and refreshments items.

§  Ensure drinking water availability through out the month, raise PR and setlle them.

§  Keep track record and properly manage all incoming & outgoing DRC letters, receive and send fax messages, collect and deliver letters to Post office/DHL.

 

Flight booking and travel arrangement

§  Arrange all travel booking and organize Pick ups from and to airport with support from Supply Chains.

§  Book Field staff to a guest house/hotel for official work purposes

§  Ensure that the staff Movement board and Visitors log is updated on daily basis.

§  Filing of travel documents (TRFs, Boarding Passes etc) and submit to Finance for payment

Other

§  Particpate in staff events, collecting tokens and preparing farewell in consultation with Line Manager.

§  Review mothly travel agent invoice and settle timely with Finance department using EPRP System

§  Issue report on office stationaries and Consumable report in the absence of Admin Team Leader.

Perform any other duties assigned by Line manage

 

All DRC roles require the post-holder to master DRC’s 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 our vision and values.

Job Requirements

  • Diploma in Management or related field of studies with at least 2-3 years’ experience in administration, in an international NGO in a similar role at mid-management level.
  • Knowledge of work in relation to travel and immigration procedures.
  • Must have experience in handling humanitarian flight services
  • Strong interpersonal skills, friendly
  • A strong team worker;
  • Ability to exercise sound, mature judgment and work independently
  • Aptitude to work in difficult conditions and stressful situations
  • Self-motivated, creativity, flexibility and the ability to work with limited resources and to consistently meet deadlines under pressure

More Information

  • Job City Addis Ababa
  • This job has expired!
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The Danish Refugee Council is currently implementing a broad range of activities relevant to conflict affected communities and persons. The activities are categorized in ten sectors:

Shelter and Non-food Items, Food Security, Protection, Income Generation, Coordination & Operational Services, Community Infrastructure & Services, Humanitarian Mine Action, Armed Violence Reduction (AVR), Water, Sanitation & Hygiene (WASH), and Education.

Here you can read some short exemplifications of what types of activities the respective sectors include:

Shelter and Non-food Items: Provision of emergency shelter, emergency cash grants, rehabilitation of housing, distribution of non-food items (NFIs) and provision of return and repatriation kits.

Food Security: Emergency food provision or food voucher programmes. Training and capacity development in agriculture, agricultural inputs (e.g. tools and seeds), agricultural grants.

Protection: Advocacy for the rights of displaced people in their context of displacement, child protection initiatives, individual protection assistance based on vulnerability, legal aid, land & property rights, sexual and gender-based violence prevention, registration services for the internally displaced and refugees, monitoring of rights and rights awareness-raising, facilitation of return and repatriation processes.

Income Generation: Business training and SME development, business grants, life-skills training, literacy and numeracy training, vocational training, micro-credit loans, savings groups, group enterprise development and facilitation.

Coordination & Operational Services: Coordination and management of refugee and IDP camps, active participation in UN cluster coordination, humanitarian surveys and studies, facilitation of NGO Networks focused on displacement solutions, capacity development, training and support to local NGOs, secondment of experts to UN emergency operations worldwide

Community Infrastructure & Services: Provision of physical infrastructure like roads, bridges, community centres, irrigation systems or other community structures, facilitation and training of infrastructure management groups at community level, facilitation and funding of community development plans, initiatives for disaster risk reduction at community level.

Humanitarian Mine Action: Manual or mechanical mine clearance, clearance of former battle areas, education for affected communities – with special focus on children on how to avoid harm from mines and UXO, surveys of expected and confirmed mined or UXO areas, explosive ordnance disposal and stockpile destruction, capacity building of national demining institutions.

Armed Violence Reduction (AVR): Education in procedures for safe storage and safe handling of small arms and light weapons (SALW), capacity building of institutions for safety, local and community level conflict management and mitigation.

Water, Sanitation & Hygiene (WASH): Emergency water supply, hygiene item distribution, hygiene information and education, construction of latrines, installation water points, wells and water storage. Water purification.

Education: Education grants and fee support, school feeding programmes, teacher training and support, school materials provision and construction or rehabilitation of school structures.

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0 USD Addis Ababa CF 3201 Abc road Fixed Term , 40 hours per week Danish Refugee Council (DRC)

Title: Administration Assistant

Location:  Addis Ababa

Reports to: HR and Administration Manager

Grade – G1

Start of Contract & Duration: 12 months with Possibility of Extension

Posting date: June 18, 2021

 

INTRODUCTION

 

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

OVERALL PURPOSE OF THE JOB

The Administration Assistant will be responsible to be a first contact person for visitors and as administrative assistant facilitate/support the programme and support department with administrative issues.  Work closely with HR department with welcoming new staff, travel arrangement, and overall office management.

 

DUTIES AND RESPONSIBILITIES

Receive visitors:

§  Receive visitors, welcome them with reading material and coffee/tea and inform the person concerned.

§  Arrange appointments when required and fill the appointment board.

§  Receive  DRC visitors to the DRC office  and arrange Guest house or hotel booking

§  Assign intern –receptionist to monitor landline calls, receive DRC guests and keep reception area tidy and inviting

§  Ensure the direct line phone is working properly and staff are using the telephone log book

                                                                          

Office management

§  Process monthly request for office supplies including paper, stationery, toner, refreshments, cleaning materials etc.

§  Ensure all utility payments are done on timely basis for both office, guest house and rented house for expats.

§  Maintain comprehensive labelled files of all correspondences, Flight booking, travel request and authorization, Visitor slog and other Administration documents

§  Perform clerical/typing assignments; And collect letters from Post office.

§  Edition and producing of business cards for DRC staff as approved

§  Keep track record on purchase and usage of office supplies, cleaning materials and refreshments items.

§  Ensure drinking water availability through out the month, raise PR and setlle them.

§  Keep track record and properly manage all incoming & outgoing DRC letters, receive and send fax messages, collect and deliver letters to Post office/DHL.

 

Flight booking and travel arrangement

§  Arrange all travel booking and organize Pick ups from and to airport with support from Supply Chains.

§  Book Field staff to a guest house/hotel for official work purposes

§  Ensure that the staff Movement board and Visitors log is updated on daily basis.

§  Filing of travel documents (TRFs, Boarding Passes etc) and submit to Finance for payment

Other

§  Particpate in staff events, collecting tokens and preparing farewell in consultation with Line Manager.

§  Review mothly travel agent invoice and settle timely with Finance department using EPRP System

§  Issue report on office stationaries and Consumable report in the absence of Admin Team Leader.

Perform any other duties assigned by Line manage

 

All DRC roles require the post-holder to master DRC’s 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 our vision and values.

Job Requirements

  • Diploma in Management or related field of studies with at least 2-3 years' experience in administration, in an international NGO in a similar role at mid-management level.
  • Knowledge of work in relation to travel and immigration procedures.
  • Must have experience in handling humanitarian flight services
  • Strong interpersonal skills, friendly
  • A strong team worker;
  • Ability to exercise sound, mature judgment and work independently
  • Aptitude to work in difficult conditions and stressful situations
  • Self-motivated, creativity, flexibility and the ability to work with limited resources and to consistently meet deadlines under pressure
2021-07-01

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