Position Title: Administration Officer
Employer: Danish Refugee Council (DRC)
Employment: Full-Time | Contract
Place of Work: Addis Ababa - Ethiopia
Posted date: 6 months ago
Deadline: Submission date is over
About the job:
This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of Secretariat strategies, which are translated into action plans and day-to-day tasks. the role holder will:
• Oversee all aspects of administrative support of Secretariat office, ensuring efficient operations and procedures.
• Implementation of administrative policies at the office.
• Develop systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.
Your main duties and responsibilities will be:
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 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 Secretariat payments are done on timely basis.
• Ensure meetings are organized and other administrative support as may be required.
• Keeps and updates the Secretariat team calendar and vehicle utilization log.
• Drafts minutes of meetings where appropriate.
• Any other duties as requested by Manager.
• Support as may be necessary the efforts of coordination 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 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. 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 dedicated vehicle.
IT and Databases management
• Updates contact databases.
• Liaises with DRC IT department, at country and HQ levels, to ensure to update and functionalities of mailing lists and groups.
• Manages creation of, admissions to and good functioning of Signal Groups
Experience and technical competencies:
- 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.
EDUCATION: (include certificates, licenses, etc.)
- University degree or equivalent professional qualification
LANGUAGE: (indicate fluency level):
- Advanced English proficiency
- Fluency in local language
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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.
We offer
- Contract length: up to December 31,2025
- Contract Type: National Contract
- Band: H1 – Non-Management
- Designation of Duty Station: Addis Ababa
- Start date: 01 August, 2025
- Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National employees
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