Administration Officer

tendersglobal.net

Job Description

Under the management DRC Sumy Base Manager, the Administration Officer is responsible for overseeing all aspects of administrative support at the DRC office, ensuring efficient operations and procedures and implementation of administrative policies at the office, developing systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.
Main responsibilities:
Administrative support:

Ensure all utility payments are done on timely basis.
Ensure meetings for the senior management team are organized and other administrative support as may be required.
Drafting meeting minutes.
Tracking action points according to meeting minutes.
Provide support to Area Manager and area senior management team on searching actual legislation and policies.
Communicate with local authorities and other NGOs/CSOs on request of Area Manager or Advocacy Coordinator.
Assist in preparing MoUs with local authorities, NGOs/CSOs.
Assist with travel and accommodation.
Jointly with Finance and Programs units organize the contract’s scanning and storing, archiving documents and transfer to Kyiv archive;
Colaboration with HR Department to ensure all documents are up to date and provide documentation flow and exchanfe
Any other duties as requested by Base Manager.

Facilities Office management:

Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
Oversee all aspects of office maintenance and cleanliness.
Procurement of stationary, water and food or the office needs
In conjunction with the safety team, ensure safety and security issues for the general security of the office.
Maintain and update lease agreements and coordinate the renewal of leases for office premises, guesthouse and expatriate housing. Act as the focal point for liaison with landlords.
Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
Manage the administration team to ensure overall efficiency.

Rental apartments/Guesthouse management:

Management of the rental apartments/guesthouse ensuring all infrastructures are safe and functioning.
Oversee all aspects of upkeep and cleanliness at the rental apartments/guesthouse.
Ensure rental apartments/guesthouse stocks and supplies are in place, and monitor their utilization.
Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.

Required experience and competencies:

Experience in administration work
Commitment to learning and implementing organizational policies and procedures.
Excellent skill in MS Word, Excel, and PowerPoint
Experience in managing ERP system is an assets
Attention to documents details
Proficiency in Ukrainian, Russian and English
Required education:
University degree in Administration or equivalent professional qualification

Source: https://job.drc.ngo/jobs/job?id=169756

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Administration Officer

Job Description

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