Admin & Liaison Officer (National Position) - Ethiopia
Addis Ababa
- Organization: NRC - Norwegian Refugee Council
- Location: Addis Ababa
- Grade: Mid/Senior level - Mid/Senior - Internationally recruited position
-
Occupational Groups:
- Operations and Administrations
- Emergency Aid and Response
- Administration / Office work
- Closing Date: Closed
Being an employee of the Norwegian Refugee Council (NRC) in Ethiopia the Admin & Liaison Officer is expected to represent NRC in a responsible manner and always act in accordance with NRC’s Code of Conduct.
Job Summary:
The purpose of the Admin and Liaison Officer position is to assist in the day to day implementation of the Administrative and liaison responsibilities.
Generic responsibilities:
These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.
• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the support function portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function
• Ensure smooth running of office administration
• Liaise with different offices for processing of NRC registration/re-registration legal Authentications, visa, work permit and other documents for expatriate staffs.
• Supervise efficient operation in making travel arrangements, book flights and hotel accommodation for visitors and NRC staffs;
• Provide administrative and logistical support in organizing workshops /trainings/ seminars;
• Assess and prepare requests for consumables, sanitary items, stationeries, furniture’s office utilization etc.
• Keep record of all stationeries/stocks used in the office and produce monthly stock reports;
• Receive and record all incoming deliveries (correspondences) and liaise with the appropriate members of staff for the delivery and distribution of letters;
• Manage NRC guest house operations
• Facilitation of office building, premises and equipment maintenance and repair;
• Assist in filing, preparing and keeping updated database of all admin. activities and NRC contact list;
• Manage the country office’s lease agreement and contract;
• Supervise the cleanliness and service efficiency of office attendants to the CO;
• Provide technical support and quality check for admin related procurements;
• Process, follow and obtain legal administrative documents such as: visa, work permit, travel authorization including break visas, follow-up of expiry date, renewal etc
• Keep the expatriates administrative files up to date (contracts, passport, photos, visas, driving licences etc)
• Responsible for all procedures related to NRC permits and agreements in Ethiopia; registration with the ARRA, Charities and Societies office, authorizations at federal and regional level, project letter of support, tax-exemptions letters etc
• Report to the line supervisor the progress of on-going procedures and alert in case of change of legislation as regards government procedures in all related aspects.
• Monitor closely all regulations and policies regarding INGOs especially those coming from the ARRA and Charities office and that affects NRC interest and personnel (international as well as national), supplies (importation and duties) as well as project legal framework (agreement procedures…)
• Advise the Administration coordinator on importation procedure, car registration and other logistics related issues, prepare and submit the necessary related documentations
• Follow-up and ensure the submission of the governmental reports (type of report, timing, date of submission, addresses) and keep the line manager informed accordingly
• Meet with the representatives of different government offices and other administrative services and often as necessary to obtain documents or solve problems
• Manage the assets and inventory of Addis operations
• Fulfill any other related duties as instructed by supervisor
Degree/Diploma in Administration, Management or related field of study;
Minimum of 3 years’ experience from working as a Admin Officer in a humanitarian/recovery context
Previous experience from working in complex and volatile contexts
Documented results related to the position’s responsibilities
Fluency in English and Amharic Languages
Context/ Specific skills, knowledge and experience:
Computer skills (common Microsoft Windows and Office applications)
Ability to work under pressure and meet deadlines
Planning and delivering results
Empowering and building trust
Communicating with impact and respect
Contract period: 1 year
Salary/benefits: According to NRC’s general directions
Duty station: NRC Ethiopia, Addis Ababa
Job Summary:
The purpose of the Admin and Liaison Officer position is to assist in the day to day implementation of the Administrative and liaison responsibilities.
Generic responsibilities:
These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.
• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the support function portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function
• Ensure smooth running of office administration
• Liaise with different offices for processing of NRC registration/re-registration legal Authentications, visa, work permit and other documents for expatriate staffs.
Job description
Specific responsibilities• Supervise efficient operation in making travel arrangements, book flights and hotel accommodation for visitors and NRC staffs;
• Provide administrative and logistical support in organizing workshops /trainings/ seminars;
• Assess and prepare requests for consumables, sanitary items, stationeries, furniture’s office utilization etc.
• Keep record of all stationeries/stocks used in the office and produce monthly stock reports;
• Receive and record all incoming deliveries (correspondences) and liaise with the appropriate members of staff for the delivery and distribution of letters;
• Manage NRC guest house operations
• Facilitation of office building, premises and equipment maintenance and repair;
• Assist in filing, preparing and keeping updated database of all admin. activities and NRC contact list;
• Manage the country office’s lease agreement and contract;
• Supervise the cleanliness and service efficiency of office attendants to the CO;
• Provide technical support and quality check for admin related procurements;
• Process, follow and obtain legal administrative documents such as: visa, work permit, travel authorization including break visas, follow-up of expiry date, renewal etc
• Keep the expatriates administrative files up to date (contracts, passport, photos, visas, driving licences etc)
• Responsible for all procedures related to NRC permits and agreements in Ethiopia; registration with the ARRA, Charities and Societies office, authorizations at federal and regional level, project letter of support, tax-exemptions letters etc
• Report to the line supervisor the progress of on-going procedures and alert in case of change of legislation as regards government procedures in all related aspects.
• Monitor closely all regulations and policies regarding INGOs especially those coming from the ARRA and Charities office and that affects NRC interest and personnel (international as well as national), supplies (importation and duties) as well as project legal framework (agreement procedures…)
• Advise the Administration coordinator on importation procedure, car registration and other logistics related issues, prepare and submit the necessary related documentations
• Follow-up and ensure the submission of the governmental reports (type of report, timing, date of submission, addresses) and keep the line manager informed accordingly
• Meet with the representatives of different government offices and other administrative services and often as necessary to obtain documents or solve problems
• Manage the assets and inventory of Addis operations
• Fulfill any other related duties as instructed by supervisor
Qualifications
Qualifications:Degree/Diploma in Administration, Management or related field of study;
Minimum of 3 years’ experience from working as a Admin Officer in a humanitarian/recovery context
Previous experience from working in complex and volatile contexts
Documented results related to the position’s responsibilities
Fluency in English and Amharic Languages
Context/ Specific skills, knowledge and experience:
Computer skills (common Microsoft Windows and Office applications)
Ability to work under pressure and meet deadlines
Education field
- Administration / Organisation / Management
Education level
- College / University, Bachelor's degree
Personal qualities
Handling insecure environmentPlanning and delivering results
Empowering and building trust
Communicating with impact and respect
Language
- English
We offer
Commencement: ASAP, shortlisting and Interviews will continue as applications are receivedContract period: 1 year
Salary/benefits: According to NRC’s general directions
Duty station: NRC Ethiopia, Addis Ababa
This vacancy is now closed.
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