Administration Assistant

Title: Administration Assistant 

Location:  Addis Ababa 

Reports to: Head of Support Services 

Start of Contract & Duration: 6 months 

Posting date: November 23, 2017 

 

INTRODUCTION 

 

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration. 

 

RESPONSIBILITIES AND TASKS 

 

1.    Flight booking and  travel arrangement  

•    Arrange all travel booking and organize Pick up from and to airport with support from  Logistics  

•    Recive  DRC visitors to the DRC office  and arrange Guest house or hotel booking 

•    Ensure  that the staff Movement board and Visitors log  is updated on daily basis  

•    Filing of travel documents (TRs, Boarding Passes etc) and submit to Finance for payment 

 

2.    Office mangemnt  

•    Process monthly  request for office supplies including paper, stationery , toner, refreshments, cleaning materials  etc 

•    Ensure that  the monthly office  Utility, Telephone, Fax  bill are paid  

•    Oversee well-functioning and ensure proper maintenance/repair of DRC own Equipment and furniture, in the Office. 

•    Assign intern –receptionist  to monitor landline calls, receive DRC guests and keep   reception area  tidy and inviting 

•    Maintain comprehensive labelled files of  all correspondences, Flight booking, travel request and authorization , Visitor slog and other Administration documents under  Admin Assistant supervisor 

•    Perform clerical/typing assignments;.and collect letters from Post office. 

•    Edition and producing of business cards for DRC staff as approved 

•    Ensure well function of office  pool  printers, photocopy machine and  fax machines with support from IT 

•    Ensure the office  and the compound is  clean and  healthy  is  and Gardening, Compound health and safety, Land lines telephone) 

•    Keep track record on purchase and usage of office supplies, cleaning materials and refreshments items. 

•    Ensure the direct line phone is working properly and staff are using the telephone log book 

•    Keep track record and properly manage all incoming & outgoing DRC letters, receive and send  fax messages, collect and deliver  letters to Post office/DHL 

•    Manage and supervise  office cleaners,  gardener and intern  

 

PERSONAL SPECIFICATIONS 

 

REQUIRED 

 

•    Diploma or B.A Management and in relative fields. 

•    High integrity, pro-active, stable, robust character and a good team-player 

•    Excellent communication skills and good sense of humor 

•    Excellent analytical and negotiation skills 

•    Minimum 3 year experience for Diploma and 2 year experience for B.A holders  

•    NGO experience advantageous  

•    Proven commitment to accountability practices. 

•    Knowledge of computers: word processing, database management packages. 

•    Fluent in written and spoken English and Amharic Language.  

 

TO APPLY 

 

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.  

 

We only accept applications sent via our online-application form on www.drc.dk under Vacancies.   

 

Please forward the application and CV, in English through the stated website no later than December 3, 2017.  

 

For general information about the Danish Refugee Council, please consult www.drc.dk. 

 

We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit. It is DRC policy to recruit, hire, train and promote individuals, as well as administer any and all personnel actions, without regard to gender, race, national, clan or tribal origin, religion, age, sex, origin or ancestry, marital status, social status, sexual orientation, or status as a qualified disabled individual.