Program Support Officer

Addis Ababa

Organization: DRC - Danish Refugee Council
Location: Addis Ababa
Grade: Level not specified - Level not specified
Occupational Groups:
- Project and Programme Management
Closing Date: Closed

Title: Program Support Officer

Location: Addis Ababa

Reports to: Country Director

Start of Contract & Duration: 12 months

Posting date: February 20,2018

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.

Overall purpose of the role:

The purpose of this role is to directly assist DRC Ethiopia and Djibouti’s Senior Management Team (SMT) by providing day-to-day administrative support and leading information management initiatives. Specific tasks will include organizing and scheduling meetings, taking meetings minutes, developing and supporting in the follow-up of SMT action points, researching and preparing informational and summary documents, maintaining the SMT’s schedule of events and travel, and supporting with general administrative tasks. Although the position will focus on providing administrative and information management support, the selected candidate is expected to have basic knowledge and interest in humanitarian issues and of the current contexts in Ethiopia and Djibouti

Responsibilities:

The essential functions of this position include, but are not limited to:
Assisting the SMT with daily administrative tasks including, but not limited to, scheduling, assisting with travel bookings, preparing for internal and external meetings, taking detailed meeting minutes and developing accompanying action plans or outcome documents.
Coordinating the transparent documentation and systematic follow-up of SMT initiatives and tasks, including action points agreed upon during SMT, extended SMT, and quarterly and annual review meetings.
Support the SMT with communications and follow-up with country program staff.
Conducting research, information gathering and the preparation of informational and summary documents and analysis related to DRC’s programming, and country and regional-level policies and contexts.
Assisting with the organization and planning of thematic meetings related to DRC’s programming, support issues and wider policy or contextual topics.
Development and maintenance of an information management system through which the SMT can easily access key documents.

In this position, you will also be expected to demonstrate DRC’s five core competencies:

Striving for Excellence: Focusing on reaching results while ensuring an efficient process.

Collaborating: Involving relevant parties and encouraging feedback.

Taking the Lead: Taking ownership and initiative while aiming for innovation.

Communicating: Listening and speaking effectively and honestly.

Demonstrating Integrity: Acting in line with DRC’s vision and values.

PERSONAL SPECIFICATIONS

Experience and technical competencies: (include years of experience)

Minimum four (4) years office, administrative and programme management experience, working closely with senior management in coordination of critical events
At least 3 years’ work experience in an international NGO in management of key projects
Demonstrated ability to manage processes and maintain accurate records.
Ability to work independently and to maintain flexibility in working hours.
Energetic and flexible with high sense of responsibility and excellent organizational, planning and time management skills
Demonstrated ability to coordinate tasks to meet deadlines.
Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Ability to write in a clear and concise manner and to communicate effectively orally.
High level of integrity and able to maintain strictest of confidentiality
High competence in handling situations with tact and diplomacy
High proficiency in Microsoft Word, Excel and Power point.

Education: (include certificates, licenses etc.)

University Degree in a relevant field; International development/relations, Political science, Communications, Social science or Business Administration

Languages: (indicate fluency level)

Excellent skills in speaking, reading and writing English and Amharic

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 email no later than March 1, 2018.

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

We encourage all qualified Ethiopian National candidates only 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.

This vacancy is now closed.
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