Administrative Officer

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 and Djibouti, 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.

TASK and RESPONSIBILITIES

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.
• In conjunction with the DRC and HINGO safety team, ensure safety and security issues for the general security of the office.
• Coordinates with DRC administration on office space and communication materials
• 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.

Administrative support

• Ensure all HINGO payments are done on timely basis.
• Ensure meetings for the HINGO Country Directors and HINGO Steering Committee are organized and other administrative support as may be required.
• Keeps and updates the HINGO Team calendar, vehicle utilization log and Steering Committee calendar.
• Drafts minutes of meetings where appropriate.
• Any other duties as requested by Manager.
• Support as may be necessary the efforts of HINGO working groups – HR, Duty of Care, Engagement and Comms, and Humanitarian Leads.

Logistics and finance

• Acts as the focal point for all logistics, supply chain and procurement matters within the HINGO secretariat and liaises with DRC’s related department accordingly.
• Prepares payment requests, expense reports and procurement requests in accordance with DRC systems and procedures.
• Organizes the logistical aspects of preparing meetings, workshops, trainings and events for the HINGO Group. This includes booking meeting halls, purchasing stationery and other materials; liaising with DRC administration department on visas and hotel bookings for external participants; coordinating with hotels and suppliers; submitting payment requests in a timely manner and ensuring payments are done on time.
• Liaises with DRC Supply Chain and fleet manager on the use of the dedicated HINGO vehicle.

IT and Databases management

• Updates the HINGO members and external stakeholders databases.
• Liaises with DRC IT department, at country and HQ levels, to ensure to update and functionalities of the HINGO mailing lists and groups.
• Manages creation of, admissions to and good functioning of the HINGO Signal Groups.

Experience and technical competencies: (include years of experience)

• At least 2 years’ experience in administration, in an international NGO in a similar role at mid-management level.
• Knowledge of travel and immigration procedures.
• Experience in basic database management and event organization.
• Advanced English proficiency
• Fluency in local language

EDUCATION: (include certificates, licenses, etc.)

• University degree or equivalent professional qualification

LANGUAGE: (indicate fluency level)

• English (fluent)

Source: https://job.drc.ngo/jobs/job?id=171416