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Administration Assistant- Mosul

Khartoum

  • Organization: DRC - Danish Refugee Council
  • Location: Khartoum
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Administration Assistant
Duty Station [Mosul with field visits to surrounding areas] 
 
We are looking for qualified administration assistant in Mosul with at least 2 years of experience in administration field. 
 
 
Who are we?  
Danish Refugee Council is a leading protection agency pursuing our mandate to protect and promote durable solutions to displacement-affected populations on the basis of humanitarian principles and human rights. In the Middle East and North Africa (MENA), DRC apply a regional approach with operational presence in Libya, Tunisia, Algeria, Jordan, Lebanon, Syria, Turkey and Iraq.  
Present in Iraq since 2003, DRC is today operational in the Kurdish governorates, in and around Baghdad and in several South-Central governorates. Focused both on the influx of Syrian refugees and the current IDP crisis, DRC is providing assistance in a range of sectors including Camp Coordination and Camp Management, Protection, Livelihoods, Emergency Response (including food security, cash, and NFIs), WASH, Shelter and Mine Action. The Iraq programme presently employs some 450 national staff and 45 international staff, and is growing to meet new, emerging needs associated with ongoing and recent conflict in multiple locations.  
 
 
About the job 
To ensure that Admin issues in the office are handled in an effective and professional manner. Work closely with other support departments to ensure smooth running of operations. 
 
 
Reporting lines: 
  • Reports to: Support Services Manager  
 
 
Duties and Responsibilities 
  • Maintain and draft Office and Guesthouse (GH) contracts. Maintain a tracker for all properties including programs and sending out reminders for payments, renewals, notice periods.  
  • Issue/Keeping files for all Admin related service contracts.
  • Maintain internet for all DDG offices/GH & Communication agreement contracts
  • Manage IT issues locally seeking guidance from SSM and Logistics (Erbil) personnel as needed
  • Issue and file DDG letters to government, agencies or non-governmental agencies as required.  
  • Translating formal letters to/from English/Arabic  
  • Conduct/follow up state/national electric and water bills.
  • Conduct/follow up private electric generators (offices, GHs) monthly invoices and upkeep
  • Supervise the upkeep and maintenance of DDG premises including managing any SA contracts for maintenance.
  • Doing paperwork (OR & PR, documentations) for all above payments.
  • Assist the SSM/PM’s in managing any needed accommodations for visitors and staff \
  • Assist the SSM in managing cleaners, guards, and receptionists.  \
  • Manage consumables store, track inventory, make order requests for necessary items
  • To ensure a proper filing of HR Contracts in a separate file, using a chronological sequencing of contracts per project. This requires the release of Statements of Contracts for each Contract as per DRC template.
  • To maintain the office bulletin board ensuring that office procedures and decisions are communicated to all staff in a timely and efficient manner.
  • Ensure security levels are maintained throughout the DDG Office/GH.
  • To support staff ID card, sim card, and insurance card management  
  • Do photocopying, scanning and other office work.
  • Ensure supplies are always kept at a reasonable level and that essential supplies do not run out.  
  • Any other duties as assigned by line manager or next level manager 
 
About you 
Experience and technical competencies: 
  • Minimum of two (2) years’ experience working in a similar position.
  • Strong written and mathematical skills
  • Experience of managing and handling contracts
  • Experience of working with UN or Non-Governmental organizations.
  • Excellent level of English, spoken and written 
 
Preferred attributes 
  • Strong organizational skills
  • Ability to priorities large and changeable workload
  • Good communication skills and ability to work as part of a team
  • Able to work independently and energetically  
 
Languages:
  • Fluent in spoken and written Arabic and English, Kurdish is desirable. 
 
 
In this position, you are expected to demonstrate DRC’ five core competencies:  
  1. Striving for excellence: You focus on reaching results while ensuring an efficient process.  
  2. Collaborating: You involve relevant parties and encourage feedback.  
  3. Taking the lead: You take ownership and initiative while aiming for innovation.  
  4. Communicating: You listen and speak effectively and honestly.  
  5. Demonstrating integrity: You act in line with our vision and values.  
 
 
We offer 
DRC will offer the successful applicant a contract until 31-December-2017, renewable dependent on both funding and performance. You must be available to start work from 1-August-2017.  
 
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.ngo under Vacancies. This position will be placed at level B2.2 
 
Application process 
Interested? Then apply for this position by clicking on the apply button. 
 
All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV only will not be considered.
 
If you have questions or are facing problems with the online application process, please contact job@drc.dk  
 
Please note that applications sent directly to job@drc.dk will not be considered. 
 
Applications close 24-July-2017. The interviews are expected to take place from 26 to 27 July 2017.
 
For further information about the Danish Refugee Council, please consult our website www.drc.ngo  
 
This vacancy is now closed.
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