Admin Officer

Job Description

Title:                            Administration Officer

Project:                       DRC Country Office Operation.

Location:                     Sana’a with frequent travel to project locations in Yemen

Report to:                    HR/Admin Coordinator

Background:

The Danish Refugee Council (DRC) has been providing relief and development services in the Horn of Africa since 1997. Using a protection of human rights framework, DRC has mainly focused on Somalis who are displaced by conflict. Programmes include protection, livelihoods, food and NFI distribution, water and sanitation, and advocacy amongst others. DRC Yemen has been providing relief and development services in Yemen since 2008. DRC has mainly focused on refugees and migrants displaced by conflict and natural disasters.

Purpose:

The Administration Officer is responsible for performing general administration functions, managing administration staff and play a key role in the overall Admin functions.

Key responsibilities:

•         Deal with all administrative aspects of general office and housing, including necessary repairs & Maintenance are complete in a timely manner, in coordination with the Logistic Officer/Assistant.

•         Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to.

•         Lease new offices and houses by selecting suitable location and prepare contracts with close collaboration with security focal points.

•         Establish central mail recording system and filing system.

•         Ensure each DRC staff member have an Identification card (ID) with the period of validity in accordance with the employment contract.

•         Ensure staff members sign an equipment voucher and this is field in Personnel File.

•         Responsible for providing efficient and effective office administration.

•         Translate of documents (Arabic to English and vice versa) upon request.

•         Create and maintain all relevant administrative documents.

•         Implement the DRC standard operating guidelines for general administrational and provide administrative support to staff and visitors.

•         Analyze and develop service contracts/agreements for outsourced services and regularly monitor the performance of service providers to ensure that the contracts are respected.

•         Manage occupational health and safety procedures and equipment’s (e.g. fire extinguishers) and service them according to supplier's recommendations coordinate and ensure maximum safety of the office.

•         Maintaining, keeping track of, and update records and payment schedules of the office utilities.

•         Coordinate the maintenance and management of DRC office and guest house furniture, equipment, other facilities & utilities.

•         Maintain effective communication in the office.

•         Coordinate and overall manage office running and management (maintenance, repairs; equipment; stationery).

Personal Specifications

Essential:

•         Bachelor’s degree in Business Administration, or related field.

•         2 years’ experience as Administrative officer, or relevant field.  

•         Proven sense of professional discretion, integrity, and ability to manage workload and complexities.

•         Excellent management, interpersonal, negotiation skills, and a demonstrated ability to promote harmonious/cohesive teamwork, in a cross-cultural context.

•         Proven ability to plan long-term, organize priorities and work under administrative and

•         Highly collaborative and able to establish positive working relationships with senior level

•         Very strong proficiency in MS Word, Excel, and PowerPoint are required.

•         Desire to continually learn and develop.

•         Fluency in both written and spoken English and Arabic.

•         Analytical thinking, service oriented and team player.

•         Proven ability to manage large and varied workloads, and deal constructively with stress and periods with long hours.

•         Proven ability to prioritize tasks, meet deadlines and work with limited supervision.

Preferable:

Knowledge of working in Yemen and able to travel to field offices on short notice.

Terms and Conditions:

As per DRC scale for local staff.