Job title: Admin assistance
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Employment category: G (non-management)
Reporting to: TL - HR/Admin
Technical line manager: HR & Admin Manager
Direct reports:
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Unit/department: HR & Admin Department
Location: Sana’a, Yemen
Authorization level: n/a
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Overall purpose of the role:
Serves visitors by greeting, welcoming, and directing them appropriately; notifies personnel of visitor arrival; maintains security and telecommunications system.
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Administrative Tasks
- Responsible for drafting admin letters.
- Schedule meetings and conference room with all requirements ( venues – refreshments – stationary and equipment)
- Support admin and other departments to prepare official letters, provide, translation of short messages….etc.
- Responsible to track all the premises of DRC , rent payments ,period of contractand drafting extension and termination letters
- Up-to-date. Staff directory with Name Position Location Phone number Email Address.
- Follow up Admin cheques with the Finance and delivered them to the suppliers and take receipts.
- Performing multifaceted general office support.
- Perform administrative tasks within the Admin scope of activities, as instructed by management.
- Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to.
- Create and maintain all relevant administrative documents.
- Responsible for providing efficient and effective office administration.
- Provide all the office with the needed stationary and kitchen supply.
- Maintain and update Expats contact lists
- Order office and GHs supplies (stationary and kitchen supplies )
- Book staff accommodation.
- Maintain updated record of meeting room bookings
- Ensure office area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
- Managing staff phone allowances.
- Ensure that all office systems and equipment (power, water, telephone, photocopier, fax, etc.) are in good working order.
- Provide detailed bills for expats on monthly basis in order to facilitate recovery of personal calls.
- Ensure Payment of bills-Water and Electricity of office and guesthouse on time.
- Maintain central mail recording system and filing system.
- Coordinate training with all it's need ( Place / time / refreshment / lunch /tool)
- Drafting and tracking system for service suppliers. (Stationary / kitchen supply / Hotels / leaving days for cleaner and gardener).
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Preparing casual labour contract andtime sheet for cleaner.
- Any other task as given by the Supervisor
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Education: (include certificates, licenses etc.)
- University degree in a relevant subject; at least one years of professional experience in a similar position; good command of English (written, read, and spoken); good computer skills (MS Word and MS Excel); able to work under pressure; excellent organizational skills; excellent, interpersonal and communication skills; experience and willingness to travel to field offices; relevant NGO experience is a preferable.
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Core
competencies
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Basic
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Advanced
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Expert
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Striving for excellence
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Collaborating
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Taking the lead
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Communicating
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Demonstrating integrity
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Find the definition of DRC’s Core competencies here
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Languages: (indicate fluency level)
- Full professional proficiency in English
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Key stakeholders: (internal and external)
- SMT in country offices
- Amin staff in country Offices
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¨Basic: I master the essentials, but may at times need help from others
¨Advanced: I can work independently at full professional level.
¨Expert: I am the go-to person when others need help.
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