Admin Assistant

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Administration Assistant

Duty Station [Sa’ada]

Who are we?

 The Danish Refugee Council (DRC) is an International non-governmental organization, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people in over 30 countries around the world. DRC has been operating in East Africa and Yemen  (EAY) region for over a decade, running a combination of emergency, livelihood, protection and advocacy programs through Country Offices (COs) in Kenya, Somalia, Ethiopia/Djibouti, Yemen and Uganda/Tanzania with a Regional Office (RO) in Nairobi.

DRC, through its specialized business unit, Danish Demining Group (DDG) aims to recreate a safe environment where people can live without the threat of landmines, unexploded ordinances and small arms and light weapons”. These goals can be effectively advanced through cooperation and joint action with other organization as well as with integration of operations and programs with its sister organization, DRC.

About the job

Under general supervision, performs a variety of semi-skilled maintenance and repair tasks in All DRC SAH properties

Duties and Responsibilities

Administrative Tasks

• Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed
• Updating office policies and procedures
• Preparing correspondence, documentation, or presentation materials
• Arrange travel and accommodations
• Maintain updated record of meeting room bookings
• Ensure that all office systems and equipment (power, water, telephone, photocopier, fax, etc.) are in good working order.
• Ensure Payment of bills-Water and Electricity of office and guesthouse on time.
• keep track of keys distributed to staff, records should be established and signed by each staff member
• Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to.
• Lease new offices and houses by selecting suitable location and prepare contracts with close collaboration with security focal points.
• Establish central mail recording system and filing system.
• Responsible for providing efficient and effective office administration.
• Responsible for drafting admin letters.
• Responsible for translating the documents from English to Arabic and vice versa
• Schedule meetings and conference room with all requirements ( venues – refreshments – stationary and equipment) 
• All out-going letters/official communications must have DRC references and all registered in the respective logbook and filed (Soft – Hard) copies.
• Up-to-date. Staff directory with Name Position Location Phone number Email Address.
• Scan and up to date and Lease contracts documentations and tracker updating.
• Scan and up to date new personnel files and Lease contracts documentations.
• Ensuring that stationery and other office materials are stocked and made efficient use of.
• Provide office and GHs with the needed stationary and kitchen supply.
• Order office and GHs supplies and requirements.
• Ensure health and safety policies are complied with.
• Assure a good relationships with contractors and service providers

Maintenance Tasks

• Make sure all required maintenance of Sa’ada  Office and GHs are provides and their payments are fully paid in timely manner.
• Make sure there is available advance for the urgent needs
• Supply the Office and GHs with all the requirements and keep them tracked.
• Follow up the office cleaners and make sure they are doing their responsibilities.
• Keep all the files of the office inside the archiving containers and make sure they are well organized
• Prepare weekly maintenance schedules and allocate work as per forecasted workloads.
• Assure daily cleaning and maintenance activities.
• Oversee all repairs and ensure that work is completed on time.
• Maintain all supplies and equipment, and ensure proper storage.
• Conduct preventative maintenance work.
• Inspect Office and GHs regularly to identify problems and necessary maintenance.
• Performing multifaceted general office support.
• Perform other administrative tasks within the Admin scope of activities, as instructed by management.
• Deal with all administrative aspects of general office and housing, including necessary repairs & maintenance are complete in a timely manner, in coordination with the SC Dep.
• Insure cleaners Follow maintenance procedures and ensure implementation
• Carry out a regular inspections of the office and GHs to identify and resolve issues
• Check electrical and Plumbing pipes systems of DRC office and GHs to ensure functionality
• Attend , oversee and follow up all repairs and installation activities
• Allocate workload and supervise upkeep staff (Cleaners, Gardeners etc.)
• Monitor equipment inventory and place orders when necessary
• Monitor expenses and control the budget for maintenance
• Keep maintenance tracker up to date and report on daily activities

About you

To be successful in this role you must have:

• University degree in a relevant subject; at least one years of professional experience in a similar position; good command of English (written, read, and spoken); good computer skills (MS Word and MS Excel); able to work under pressure; excellent organizational skills; excellent, interpersonal and communication skills; experience and willingness to travel to field offices; relevant NGO experience is a preferable.
• 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 act in line with our vision and values. 

Moreover we also expect the following:

• Required qualifications

Essential qualification:

University degree in a relevant subject

Languages:

• Full professional proficiency in English
• Arabic (preferred).

We offer

DRC will offer the successful applicant a 6 months contract, renewable dependent on both funding and performance. You must be available to start work from 1st of Jan,2020and be willing and able to work in Sa’ada.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.ngo under Vacancies. This position will be placed at level (I).

Application process

Interested? Then apply for this position by clicking on the apply button.
All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV only applications will not be considered.

If you have questions or are facing problems with the online application process, please contact job@drc.dk

Applications close Nov 21st, 2019 

Need further information?

For more details on this position please contact yem-recruitment@drc.ngo

Please note that applications sent directly to [yem-recruitment@drc.ngo] will not be considered.

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