By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Admin Assistant

Sanaa

  • Organization: DRC - Danish Refugee Council
  • Location: Sanaa
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed


Job description

Job title: Admin assistance

Employment category: G (non-management)

Reporting to: TL - HR/Admin

Technical line manager: HR & Admin Manager

Direct reports:

Unit/department: HR & Admin Department

Location: Sana’a, Yemen

Authorization level: n/a

Overall purpose of the role:

 

Serves visitors by greeting, welcoming, and directing them appropriately; notifies personnel of visitor arrival; maintains security and telecommunications system.

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).
  • Preparing casual labour contract andtime sheet for cleaner.
  • Any other task as given by the Supervisor

 

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.

 

Core

competencies

Basic

Advanced

Expert

Striving for excellence

Collaborating

Taking the lead

Communicating

Demonstrating integrity

Find the definition of DRC’s Core competencies here

Languages: (indicate fluency level)

  • Full professional proficiency in English
  • Arabic (preferred)

Key stakeholders: (internal and external)

  • SMT in country offices
  • Amin staff in country Offices

 

 

¨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.

 

 


This vacancy is now closed.
However, we have found similar vacancies for you: