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Administrative Officer (national position)

Tbilisi

  • Organization: DRC - Danish Refugee Council
  • Location: Tbilisi
  • Grade: Mid/Senior level - Mid/Senior - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

Background 
Danish Refugee Council (DRC) has worked in the South Caucasus since 1996 in addressing the displacement of approximately 900,000 IDPs in the region as a result of three main conflicts (in South Ossetia, Abkhazia and Nagorno-Karabakh). Currently DRC works on the issues related to the displacement of 273,944 IDPs (as per the Georgian IDP Ministry’s statistics of December, 2016) in Georgia proper and in Abkhazia. The caseload consists of a complex mix of old and new IDPs in Georgia proper and returnees in Abkhazia. Recently, Syrians of Caucasian origin and Ukrainians in Abkhazia were added to the group targeted by DRC interventions. 
Currently DRC works through 4 offices in Georgia (including a main office in Tbilisi) in the following sectors: 
  • Livelihood and economic activities; 
  • Rehabilitation of community infrastructure;  
  • Capacity building of Government institutions at the central and municipal levels; 
  • Protection monitoring, advocacy and civil society development. 
 
DRC’s donors are EU, NMFA, PRM and Danida.  
 
The successful applicant will play a key role in our efforts to support the protection of IDPs and other conflict-affected persons through projects focusing on empowering IDPs and their host communities, capacitating local NGO partners and relevant other non-state actors, and possibly liaising with central and municipal duty bearers to improve DRC overall response to promote durable solutions for IDPs in Georgia. 
The successful applicant is expected to have an in-depth understanding of and extensive work experience on IDP and vulnerable population issues in cooperation with non-state actors including national and regional NGOs, CBOs and communities. 
 
Duty Station  
Zugdidi, Georgia.
 
Reference 
The Administrative Officer will report to the Head of Office and will be in close coordination Head of Finance and Administration and Tbilisi based Finance/Admin team. 
 
Duties and Responsibilities 
  • Work effectively with department/project managers in procuring supplies and services as needed in a timely manner; 
  • Ensure DRC SC and donor specific guidelines on procurement are met; 
  • In coordination with HoO initiate different type of procurement (Admin, Service, Consultant) as needed and present them for management for execution; 
  • Ensure that all documentation is prepared in a transparent and accountable manner and that project and senior staff is provided regular updates on the procurement status; 
  • Initiate Payment of electricity and internets/telephone bills; 
  • Ensure that all procured inventory items are entered into the inventory database and assigned the inventory number as per DRC SC inventory police; 
  • Assisting In the physical inventory check in Zugdidi Office; 
  • Develop, file and update as necessary the contract filing system; 
  • Preparing service agreements, supplier contracts, and handovers; 
  • Assisting in arranging of training/meetings and interpretation when needed; 
  • Preparing Purchase Order and updating the PR tracking sheet; 
  • Maintain and update as necessary the Personal Inventory Forms for Zugdidi Office staff and send the Copy to HR to keep it in personal files; 
  • Preparing of leave requests and ensure that data base is accurate and timely updated; 
  • Ensure that copy of Zugdidi staff timesheets are filled regularly and send the original to HR to keep it in personal files; 
  • Arrangement of logistics and transportation, hotel reservations; 
  • Support to Zugdidi HoO and coordination with Tbilisi Office on any type admin issue.
 
Qualifications & Experience 
  • University degree in the relevant field or equivalent; 
  • Fluency in English; 
  • Good Microsoft office skills; 
  • Previous experience in Administration; 
 
Skills & Qualities 
  • Honest and trustworthy, reliable, rigorous and well organized; 
  • Able and willing to learn to expend his/her scope of work; 
  • Ability and willingness to learn and develop; 
  • Ability to multitask and work under pressure;  
  • Detail Oriented;
 
Applicants interested in this position, and whose qualifications match the requirements are welcome to apply by clicking on the apply button no later than September 29, 2017.   
 
Please indicate at least two references with contact information.   
 
Only short-listed candidates will be contacted for an interview.   
 
DRC is an Equal Opportunity Employer.    
 
If you have questions or are facing problems with the online application process, please contact job@drc.dk 
This vacancy is now closed.
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