Administration Assistant

Introduction

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 8,000 employees and also 8,000 volunteers, while managing a turnover of over 400 million Euro. Based in Copenhagen (Denmark) and present in forty countries, the Danish Refugee Council is a non-profit-making, politically independent, non-governmental and non-denominational relief organization. The Danish Refugee Council is Denmark’s largest humanitarian NGO and has been ranked the 3rd best NGO in the world in 2018 (for six consecutive years, the organization is among the top five of the NGO Advisor Annual List).

Our vision is a dignified life for all displaced. All our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

Background

The Danish Refugee Council initiated its activities in the island of Lesvos in November 2015 due to the unprecedented influx of asylum seekers. Following new political developments and displacement dynamics in early 2016, DRC expanded its activities to the mainland to support the people living in several sites across the country. With offices in Athens, Larissa and Thessaloniki, it currently implements a wide range of activities, including Site Management Support, legal assistance, identification of individual needs and protection of highly vulnerable persons, access to services within and outside the hosting sites through cultural mediation, and non-formal education. DRC works closely with the refugee communities, the Greek authorities and other humanitarian actors to ensure a protective environment for refugees and asylum seekers in Greece.  

Purpose

DRC Greece is looking to recruit a qualified, flexible and enthusiastic professional to work for its Office in Athens as Administrative Assistant. Under supervision of the Head of Support Services and in close coordination with other DRC field units, the Administrative Assistant will be managing and delivering administrative services across all projects and field sites. This includes implementing, monitoring and following up administrative tasks and ensuring that DRC’s standard policies and best practice are followed.

Duties and Responsibilities
 

Office maintenance and management

• Oversees and administers contracts related to the office management, such as lease contracts, phone lines, etc.
• Ensures office rent and all utility payments are done on timely basis.
• Manages lease contracts of DRC guesthouses in Athens, pays the monthly rents, extends the contracts and be in touch with the owners of each apartment. Coordinates handover of leased properties and ensure security deposits are refunded on timely basis.  
• Acts as focal point and arranges maintenance for DRC Athens premises.
• Maintains calendars and prepares the meeting room schedule on monthly basis.
• Collaborates closely with the cleaning staff.
• Responsible for office supplies monitoring and stationery orders management.
• Responsible for the issuance of the staff ID card management.
• Activates and distributes office access cards.
• Responsible for keeping and distributing and collecting office keys to staff and ensure that office premises are open as per schedule.
• Manages Meeting spaces and supports with relevant arrangements.
• Receives and Welcomes external visits for 8th Floor office (Deliveries, guests, drop-in visits)

Travel

• Facilitates travel and booking arrangements for DRC Attica and Country Office staff (domestic or international flight tickets, train tickets and accommodation) and keeps tracker of monthly spending.

Information Management and Communication registry

• Receives and sends official correspondence and maintain record for it.
• Attends and receives phone calls and fax messages to DRC office.
• Performs administrative and archiving tasks according to DRC guidelines.
• Maintain printed archive of important communications and contracts
• Performs ad hoc office tasks

Telecommunications

• Expenses management, monthly preparation of the Payment Request Forms for the mobile phone bills of DRC Athens staff, phone / internet bills of Athens office and Attica sites where DRC operates
• Close collaboration with the telecommunication companies’ representatives for any clarifications regarding the phone contracts and bills, number transfers in new sim cards and PUK code requests.
• Monthly checking of the mobile phone bills for any excess in the standard cost and sending informative emails to the respective employees.
• Responsible for the sim cards distribution to DRC Athens employees.
• Updates the staff contacts list.
• Supports in communication to staff in relation to SOPs and policies around communication

In addition to the above, the Administrative Assistant may be asked to carry out other duties requested by the Head of Support Services.

Required Qualifications

• At least two years working experience in similar job; previous working experience with local or international NGOs will be considered as a strong advantage.
• Knowledge of travel  procedures and premises management.
• Good knowledge of Microsoft Office Package (E.g. Excel and Word).
• Bachelor’s Degree in Business Administration/Logistics or equivalent  social field
• Excellent verbal and written English and Greek skills.

Required Skills & Qualities

•  Core Competencies of DRC:
    Striving for excellence
    Collaboration
    Taking the lead
    Communication
    Demonstrating Integrity
•  Ability to work in a multinational and multicultural environment.
• Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration
• Strong initiative and self-motivated, with a strong commitment to humanitarian principle and high sense of ethics
• Excellent communication skills, as well as patience and politeness, are needed.
• Ability to cope with high workload and stress and identify priority activities and assignments, and adjust priorities as required.
• Multitasking and organizational skills are a must, and a good sense of humor.

Terms & Conditions

• The contract will be under the Greek Labor Law (this is a national position)
• All allowances will be provided to the employees (Christmas, Easter, Vacation bonus)
• DRC provides training opportunities to develop and strengthen the quality of its services as well as its staff members’
  professional and personal development.
• The position will be based in Attika (Greece) with 30% travelling in other locations in Greece.

Application Process
 

Are you interested? Then apply for this position on line: www.drc.dk/about-drc/vacancies/currentvacancies . All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English.

DRC provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, color, religion, sexual orientation, age, marital status or disability. DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process. However, applicants must be aware that DRC cannot systemically sponsor non-EU citizen or non-Greek resident for all the steps of legal process to get a work permit and/or a residency permit in Greece.

Applications close on the 5th of March 2021. Applications submitted after this date will not be considered.

Due to the urgency of the position, DRC has the right to recruit a candidate who matches the required profile before the above deadline.