Regional Administration Coordinator EurAsia

This position is open to candidates who have the legal right to work in Poland. Please note that we are unable to provide work permits or visa sponsorships for this position.

All NRC employees are expected to work in accordance with the organisation’s values. To be dedicated, innovative, inclusive and accountable are attitudes and beliefs that shall guide our actions and relationships. NRC has a commitment to safety and wellbeing and together we build a positive working culture to feel valued, empowered, supported, safe and have a sense of belonging.   NRC does not tolerate employees exploiting or abusing people and has zero tolerance to inaction.

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation dedicated to protecting the rights of displaced and affected people during crises. NRC delivers high-quality programmes to support people forced to flee, helping them rebuild their lives and establish a new future. NRC provides immediate humanitarian assistance, prevents further displacement, and contributes to durable solutions. It operates across both new and protracted crises across 40 countries.

NRC specialises in five core competencies: counselling and legal assistance (ICLA), protection from violence, education, shelter and settlements, and water, sanitation, and hygiene (WASH). These specialised areas enable NRC to respond effectively to the diverse needs of displaced populations. Around 6,000 staff members, mostly hired locally, work on the frontlines. As a rights-based organisation, NRC is a strong advocate for displaced and vulnerable people, working at local, national, regional, and global levels to influence decision-makers. This advocacy is rooted in the organisation”s first-hand experience and specialised expertise.

1. Ensure effective agenda time management, meeting commitments and preparation for Regional Management Teams meetings, minute taking, follow up on actions and wider information sharing within the regional team and country offices.
2. Ensure proper filing of all relevant documents.
3. Coordinate internal reporting and facilitate meetings between country offices the Regional Office and Head Office as required.
4. Prepare and submit reports and analyses as requested.
5. Coordinate and organise logistical arrangements for larger meetings/ conferences.
6. HR administration tasks. (e.g. contract end dates, employment certificates, coordination with the external payroll service provider)Compliance and adherence to NRC policies, guidance and procedures and a specific responsibility for the functions policies and procedures
7. Support line managers in procedures to generic responsibilities

• Support regional staff in meeting preparations and minute taking.
• Maintain the organisational chart for the office and regional team.
• Maintain the SharePoint site for the regional team.
• Support with internal communication as and when needed.
• Provide support to crisis management teams upon request.
• Follow up on staff contract end dates, employment certificates, mandatory annexes for Poland based contracts, coordination with the external payroll provider in Poland.
• Contribute to improving administrative processes in the regional team (can include such as facilitate registration, permits, visas upon need, and certain travel arrangements).

• Minimum 3 years of experience in Administration, Management or relevant
• Proven administrative skills within the NGO or related sector
• Able to follow up on key tasks without detailed supervision
• Research skills and experience
• Relevant academic background

• Ideally has knowledge of relevant NRC procedures and systems
• Experience of working in the humanitarian sector.
• Fluent in English
• Knowledge of the context in the regions is an asset.
• Ability to collaborate effectively with remote teams and stakeholders
• Ability to maintain morale and focus when working alone
• Strong ability to manage time effectively and prioritise own task

• Planning and delivering results
• Working with people
• Communication with impact and respect
• Coping with change
• Able to work with staff and units based remotely.